Mailchimp and integrations

AesthetiClinic connects to outside tools so your patient data can power your wider marketing, starting with Mailchimp.

Mailchimp

Connecting Mailchimp lets you keep an email audience in sync with your patients, so your newsletters and campaigns reach the right people without manual list-wrangling. You run your campaigns in Mailchimp as usual, while AesthetiClinic keeps the audience populated.

Consent first

Marketing email is subject to consent. Only patients who have agreed to marketing should be added to a marketing audience. Treat the Mailchimp connection as a way to act on consent you already hold, never as a shortcut around it.

Other integrations

Mailchimp is one of a growing set of integrations. The aim is to let your clinic data flow to the tools you already use, rather than trapping it in one place, which sits alongside the one-click export and the data-freedom promise.

Getting set up

1. Go to Settings > Integrations (clinic owners only) and find the Marketing section.
2. Paste your Mailchimp API key and press Connect Mailchimp. To find the key in Mailchimp, open your profile icon, select Profile, then Extras and API keys. Create a key and copy the whole thing, including the part after the dash.
3. Choose which audience to use from the list we show you, then press Check this against my patients. You do not need to go looking for an audience ID.
4. Check the summary, leave Bring this consent into AesthetiClinic ticked unless you have a reason not to, then press Import and turn on sync.

From then on the sync runs overnight. Press Sync now to run it straight away, and Turn off to stop it. The page shows when it last ran and how many patients were sent, and tells you if Mailchimp has stopped accepting your key so you can paste a new one.

The summary before you switch it on

Before anything is turned on we compare your Mailchimp audience with your patient records and tell you exactly what will happen: how many patients would gain consent here, how many unsubscribes we would record, and how many of your consented patients are not yet in Mailchimp.

Your Mailchimp audience is usually the older and fuller record, because it was built up long before you moved to AesthetiClinic. Importing it means someone who opted in years ago is recognised as having agreed, rather than looking as though they were never asked. We also bring across unsubscribed or cleaned Mailchimp contacts as withdrawals. Importing a subscribed audience member never overrides an explicit withdrawal already recorded here. During later syncs, a newer consent change recorded here is protected from an older Mailchimp status.

Patients who never agreed to marketing are left alone in both systems. We never remove someone from your audience just because we have no record of asking them. If a patient has consented here but previously unsubscribed in Mailchimp, the sync cannot re-add them (Mailchimp does not allow it); the page counts these so you know your campaigns are not reaching them, and they can rejoin through a Mailchimp signup form.

If you erase a patient's data, the app attempts to remove them permanently from your connected, enabled Mailchimp audience first. It keeps the audience member if another patient record shares their email address. If Mailchimp removal fails, local erasure can still finish; contact support to check the stored cleanup record and handle any remaining member in Mailchimp.

From there your marketing audience stays current as your patient list grows.

Fields we send to Mailchimp

Alongside first and last name, each patient in your audience carries five fields you can use to pick who a campaign goes to:

• Last visit (LASTVISIT): the date of their most recent visit.
• First visit (FIRSTVISIT): the date of their first completed appointment, or the date they registered if they have not had one.
• Location (LOCATION): the clinic site of their most recent non-cancelled appointment, including an upcoming one.
• Booked in last 12 months (BOOKED12M): Yes or No, counting non-cancelled appointments in the last 12 months or upcoming appointments.
• Due back (DUEBACK): the date they are next due to rebook.

We never send treatments, products or clinical notes to Mailchimp, so nothing there says what a patient has had done.

To use them, open your audience in Mailchimp and create a segment: for example "Last visit is before" a date six months ago, or "Location is" your second site.