How To: send email campaigns with MailChimp

Sending an email campaign is an easy way to reach a large target audience. However, building an efficient, attractive and clear campaign is more difficult. There are a few online tools that help you to create a good campaign. MailChimp is one of them.

The integration between MailChimp and Teamleader is easy: Teamleader synchronises your CRM contacts and companies to MailChimp, including your predefined segments. In MailChimp, you can send well-made campaigns to a predefined part of your contact database. We’ll explain how it works.

A MailChimp account

Before we start off, you obviously need to have a MailChimp account. You can get one completely for free at A free account can send up to 12.000 emails per month if you have less than 2000 contacts. If you’ve got more than 2000 contacts, you'll find a couple of available pricing models. Once you’ve set up your account, you’re ready to start off!

Your first step is to create an empty list in MailChimp before connecting to Teamleader.

Making a list

When you’re logged into MailChimp, go to “lists”. Once there, you can create a new list by clicking “create list”. Fill in the requested info, like the name of the list and the “from” email address and name. This is what your recipients will get to see when they receive the email.

If you want to use the contacts from Teamleader in MailChimp, you need to use this empty list. The contact synchronization between Teamleader and MailChimp is one-way: Teamleader doesn’t allow you to link a list if there are already contacts added in your MailChimp list.

As soon as you created an empty list, you can continue to link Teamleader to MailChimp.

Linking your MailChimp account to Teamleader


Like every integrated service in Teamleader, you can find MailChimp on our Integrations/Marketplace. When you click on the MailChimp icon (the chimpansee), a new window opens. Enter your MailChimp account name and password, which will log you in. If everything goes right, a new window opens that asks you to select a list in MailChimp.

If you executed the previous step correctly, there will be an empty list ready. Select the list and click ‘save’. Congratulations! Your MailChimp account is now linked to Teamleader!

Your segments in MailChimp

After you have finished linking MailChimp, you’ll see that you have an extra option when creating segments that states ‘export segment to MailChimp’. Checking this box will push your Teamleader segment to your MailChimp list:

If you’re making the link for the first time, you can manually start the sync by clicking the sync symbol at the top right hand corner (when you’re in the CRM-module).

You only need to sync manually once. If you add new contacts later on, they will be synced to MailChimp automatically overnight. Of course, if you want to use your freshly created segment, you can start the sync manually. Teamleader will notify you when the synchronization is finished.

MailChimp identifies your Teamleader segments as ‘Groups’. So when the synchronization is completed, go to “Lists” in MailChimp and choose the list you’ve just created. At the top you’ll find a number of tabs. “Stats, manage subscribers, add subscribers, signup forms and settings”.

Choose “Manage subscribers” and click “Groups” in the dropdown menu (NOT “Segments”). When you click on “Groups”, you’ll find your Teamleader segments: Your contacts (Teamleader.contacts), your companies (Teamleader.companies), your opportunities (Teamleader.sales) and your Teamleader users (Teamleader.users). At the right side, you can click on “view groups”. There you can find all segments you have made in Teamleader.

Sending a campaign to the right target audience

Now it’s just about selecting the right segments in MailChimp to send your emails. When you create a new campaign, choose “Campaigns” in the navigation on top. Once there, click on “create campaign”. You will be asked to choose the type of campaign. You can only use campaigns of the type Regular. If you use A/B testing, the statistics will be empty and you will only see the bounces for example. 

Once you’ve chosen your campaign, you’ll be asked to define your recipients. Choose ‘Group or new segment’ and then pick Teamleader.contacts or Teamleader.companies in the list. Your segments will become available in the dropdown.

To send to multiple segments, add another rule and repeat the same steps as descibed above.

If you’re ready defining the recipients, choose “next”. Now you can go on creating your campaign, with the right Teamleader contacts!

Possible deviations

The number of contacts or companies in a Teamleader segment might differ slightly from the segment in MailChimp. This due to the criteria that MailChimp maintains:

  • Only contacts or companies that have an email address will be synchronised. Contacts or companies without an email address will not appear in MailChimp.
  • The email address is a unique key. If an email address appears multiple times in Teamleader, it will only be used once by MailChimp. Even if an email address is the same for the company as well as the related contact, you will only find it at the company in MailChimp.
  • People always have the option to unsubscribe from your emails. These people will be removed from the MailChimp segment, but will remain in Teamleader.
  • The same rule applies for so called ‘bounced’ email addresses. If an email address cannot be reached (this can be because of different reasons), it will be removed from the segment in MailChimp, but it will stay in Teamleader. 
  • Bounced emails are managed by MailChimp, Teamleader only takes over the message. Want to know why an email bounced? Take a look at your MailChimp account
  • MailChimp limits the number of ‘Groups’ to 60. This means that only 60 Teamleader segments can be synchronized. If you have more, check off the ‘synchronize to MailChimp’ checkbox when creating/editing your segments.

The number of contacts or companies can also be higher in MailChimp than in Teamleader. This is probably because you have a custom field that allows you to add multiple email addresses to one contact. Because an email address is a unique key in MailChimp, the segment will have a higher number than your Teamleader segment.

What's next?

What after you've sent your campaign? Teamleader gathers some data from the sent campaigns and pushes it to your CRM database. From the moment you've activated the link with Mailchimp, a new module shows up below 'CRM'.

In 'Mailing' you can find recently sent campaigns with some data such as the total amount sent, unique and total opens, number of clicks, unsubscribers and bounces.

In that last case, Teamleader will add these email addresses to a list of 'invalid emails'. In this list you can choose to edit the email address (if you know the correct one), or to just remove the address out of your database completely.

Watch our video to see how it works!

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