Cycling travel agency · NetherlandsOngoing engagement

Zoho One CRM cleanup and automation for a cycling travel agency

We cleaned up and automated a Dutch cycling travel agency's Zoho One CRM over a series of milestones. We imported 2,516 newsletter contacts from Mailchimp, set up Zoho Campaigns with a verified domain and CRM sync, and built "one person, one contact" rules. Each milestone was tested and documented, and each import came with an undo file.

By ExcenityAI · Published

Cover graphic for a Dutch cycling travel agency: one person, one contact. The flow runs from forms and leads to matching the contact, enriching and tagging, then Campaigns and contact history.

The challenge

The agency ran sales on Zoho One (CRM, Forms, Campaigns), but customer data was scattered. Newsletter subscribers lived in Mailchimp. The same person could appear as several leads with no link to their contact. Event registrations sat only in Zoho Forms. Sales couldn't see a person's earlier trips or inquiries when a new lead came in.

How it works

  1. 01Lead source mappingA Deluge function reads each lead's source URL and sets the trip, campaign and form source automatically.
  2. 02Workflow rules fixedExisting lead workflows and email flows were debugged, documented and tested.
  3. 03Newsletter list imported2,633 Mailchimp records cleaned: 2,516 new contacts, with spam and bounces removed.
  4. 04Zoho Campaigns liveSending domain verified (SPF, DKIM, DMARC) and a CRM-to-Campaigns sync with segments.
  5. 05One person, one contactEvery lead links to its existing contact or creates one; empty fields are filled and conflicts flagged.
  6. 06Events and contact historyZoho Forms webhooks tag event sign-ups, and each lead shows the person's full history.

What we delivered

  • 2,516 contacts imported

    From 2,633 newsletter records, with 72 spam or bounced rows skipped and conflicts flagged for review.

  • No duplicates

    Leads match contacts by email; multiple matches alert the owner instead of guessing.

  • Unsubscribes always win

    Opt-outs are never lifted automatically, and the email flows respect them.

  • 237 event sign-ups backfilled

    From 14 Zoho Forms: tags, counters and the last-event date on 100 people.

  • 270 contacts enriched

    A reviewed backfill filled phones, trip interest and opt-in dates from linked leads.

  • Reversible by design

    Dry runs, review workbooks and undo files before every import, with a written report per milestone.

Stack

  • Zoho CRM
  • Deluge
  • Zoho Forms
  • Zoho Campaigns
  • Zoho One
  • Webhooks
  • Mailchimp

Related service: CRM & integrations

Related guide: How to stop duplicate contacts in Zoho CRM

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