How do I change admin users in Mailchimp for Salesforce?
📋 Summary of the Problem
When your Salesforce administrator changes, whether due to staff turnover, role changes, or deactivation, you'll need to update several settings in Mailchimp for Salesforce to ensure the integration continues running smoothly.
If the admin user who installed or configured the app becomes inactive without updating these settings, you may experience sync failures, data import errors, loss of access to Mailchimp accounts, or the integration appearing to "stop working."
Good news: We'll send notification emails or record Maintenance logs to warn you when inactive users are detected.
💡 The Solution
When changing admin users, review and update these critical settings:
1. Salesforce Sync User (CRITICAL)
The sync user runs the primary sync that pulls data from Mailchimp into Salesforce.
How to change:
- Log in as the user you want to designate as the new sync user
- Open the Mailchimp Settings tab
- Select General Settings
- Click the icon next to the current user's name under Salesforce Sync User
- Confirm you're changing to your user in the pop-up
2. Connected Mailchimp Accounts
These give Salesforce access to your Mailchimp accounts. You'll need to reconnect your Mailchimp account(s) using the new admin's Mailchimp credentials (not their Salesforce login).
3. Salesforce Record Owners
These users own the records the integration creates (audiences, members, campaigns, etc.). Change the Salesforce record owner for connected accounts to ensure proper access and visibility.
4. Data Wizard Running Users
The person who set up the product may have also created Import Wizard jobs. It's worth checking if any exist.
How to check:
- Navigate to the Mailchimp Settings tab
- Look for any Import Wizards in your list
- Click on each wizard to view its details
- Check the "Running User" field to see who it's configured to run as
If you find wizards running as the old admin, you must reschedule them. Each wizard must be updated individually since the running user is stored per wizard. Learn more about What is the running user on the data wizard?
5. Admin Permission Set
Make sure the new admin has the Mailchimp for Salesforce admin permission set assigned to their user. This ensures they have the necessary permissions to manage the integration, access settings, and perform administrative tasks.
How to assign the permission set:
- In Salesforce Setup, search for "Permission Sets"
- Find "Mailchimp for Salesforce Admin"
- Click on it, then click "Manage Assignments"
- Click "Add Assignments"
- Select the new admin user and click "Assign"
Learn more about Mailchimp for Salesforce User Security.
Lost Access Due to Expired Payment?
If the app is no longer available after an admin change, your payment method has likely expired. Contact us with your Organization ID, and we'll grant a temporary trial so you can access billing information and update your payment method.
