Connect to Mailchimp

Sync new Hivepass members with your Mailchimp audience and keep your mailing list up to date.

🔗 Overview

Once your Mailchimp account is connected to Hivepass, any new users who register or change their membership status will automatically be added or updated in your Mailchimp audience.

❗ This integration does not automatically import existing Hivepass contacts into Mailchim. To do that, see Import existing contacts into Mailchimp.

⚙️ Steps to connect Mailchimp

Go to Settings > Application Settings > Integrations and toggle Mailchimp on
Click Save 😉
Then go to Settings > Mailchimp
Click Connect Mailchimp
Log in to Mailchimp and click Allow to connect Hivepass
Select the Mailchimp audience you want to use (e.g. "Hivepass")

⚠️ If you're using an existing audience, make sure all merge fields except email are set to optional. Otherwise, contact imports may fail.

Follow this guide: How to fix Mailchimp merge field errors

In Mailchimp, go to Audience > All Contacts > Settings > Audience fields and |MERGE| tags and ensure only the email field is marked as required.

✅ What happens after setup

New contacts will be tagged with:
- hivepass
- hp-active or hp-inactive (based on current membership status
Email updates in Hivepass will also update the contact in Mailchimp
Each contact in Mailchimp will also include a field containing their Hivepass member code

You can use these tags to target email campaigns to active members only.

📥 Import existing contacts into Mailchimp

To import current Hivepass members into Mailchimp manually:

Step 1: Export your members from Hivepass

Log in to the Hivepass admin app and go the members page
Filter by Active members
Click Export CSV in the top right
Rename the file: [clubname]-active-[date].csv
Open the file in Excel or Google Sheets and keep only the name and email columns

Repeat the process for Inactive members:

Filter by Inactive by clicking on member statuses

Export CSV and rename to (e.g.) [yourclubname]-inactive-[YYYY-MM-DD].csv
Edit the file in excel or google sheets to remove all columns except the name and email.

Now you'll have two CSV files: one for active, one for inactive members

Step 2. Import the files into Mailchimp

Log in to Mailchimp
Go to Audience > All Contacts > Add Contacts > Import Contacts
Select Upload a file and upload your cleaned CSV (start with active members)
Click Continue to organize
Choose the correct audience
❗ Leave "Update any existing contacts" unchecked ❗
Click Continue to tag, and add tags:
- hivepass
- hp-active (or hp-inactive for that file)
Click Continue to match, then Continue to subscribe
Select Subscribed and click Finalize import
Click Complete Import

All done 🙌