Set up Your MailChimp Connection

MailChimp is a separate email marketing service that integrates with Zen Planner. While Zen Planner is able to send out basic transactional emails, such as reminders or alerts, MailChimp is designed to be a full-featured bulk email service. With MailChimp you can create sophisticated email newsletters, track email delivery rates and use email analysis tools. MailChimp currently allows you to store up to 2,000 subscribers and send out up to 12,000 emails per month for free.

This help topic shows you how to set up the connection between Zen Planner and MailChimp. Once active you can control which people in your Zen Planner database should be added to your MailChimp mailing lists. If a person unsubscribes from your MailChimp mailing list, your Zen Planner database will show that this person has been removed from your MailChimp mailing list.

Please be aware that in regards to this integration, Zen Planner is the source of record.  If you have a contact in both Zen Planner & MailChimp, the information in your Zen Planner database will override the information in your MailChimp account.  For example, if John Doe is on a list in MailChimp but not in Zen Planner, the contact in MailChimp will be removed. We highly suggest creating a new list in MailChimp for your Zen Planner sync if you have an already established list in MailChimp with unique records. 

1. Log in to your MailChimp account with your MailChimp username and password.

2. Click on the drop down menu by your username in the upper right-hand corner. Choose "Account" in the drop down menu to go to the account section.

3. Expand the "Extras" drop down menu. Choose "API keys" from the Extras drop down menu.

4. Click "Create a Key" to create a new API key.  A unique API key will be generated in the API key field.

5. Highlight and copy the API key. Make sure to copy the entire string of letters and numbers accurately.

6. Now log into your Zen Planner account and go to Setup > External Services > MailChimp. Paste your key into the MailChimp API Key field and click on Save ChangesYour MailChimp account is now connected to Zen Planner.


Important Notes

Your Zen Planner account automatically checks for any records that need to be synced with MailChimp every few minutes. If you need to manually activate the sync, use the "Re-Sync All Records" link at the bottom of the "Manage MailChimp Settings" page. 

The MailChimp sync only allows you to import unique email addresses from Zen Planner to MailChimp. If you have multiple people in the same family who all have the same email address saved in their personal profile, MailChimp will only allow you to import one of those family members into MailChimp. And unfortunately, it will not consistently import the same family member every time it syncs.

To avoid this, we recommend only adding the personal profile for the head of the household to your Zen Planner Groups or maintaining a separate email address for each family member.

MailChimp also has additional rules for what kinds of emails can be imported, so if you see a discrepancy between the number of people in your Zen Planner Group and MailChimp Mailing List, review your Mailing List for more info on why some email addresses were not added.


Syncing Zen Planner Groups to Mail Chimp Mailing Lists

Once you have completed the MailChimp Setup menu, you can go to Setup> External Services> MailChimp in your database to enter your MailChimp API key.  



After you enter and save the API key, you will be able to see the groups you have created in your database on the left, and match them up with your lists in MailChimp to the right.




These lists will be updated automatically by Zen Planner.  As long as a person is assigned to a Zen Planner group, they will be included in the sync to the assigned MailChimp mailing list.

If you remove the client from the group synced to your MailChimp list, it will unsubscribe the client from MailChimp future mailings. If you re-add the client to that group, you will need to manually resubscribe them in MailChimp. This is necessary in order to comply with do not contact regulations. 

When a Customer Unsubscribes through MailChimp

If a person unsubscribes from your MailChimp mailing list, Zen Planner will automatically update the person's profile with a DNC (Do Not Contact) flag. This will prevent the person from being included in the MailChimp sync, but still allow you to keep the person in the Zen Planner group. The image below shows what this looks like under someone's Profile Details>Groups tab.



For further help with your Zen Planner to MailChimp connection, feel free to reach out to our Support Team at and/or 866-541-3570!


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