Custom Klaviyo Automation Flow Setup

Service Scope

Custom Klaviyo Automation Flow Setup is a fixed-scope service for one business, one Klaviyo account, and one custom email automation containing up to five branded email messages and 18 post-trigger flow components.

The service is designed for a customer journey that does not fit one of KizilCo’s dedicated Klaviyo flow packages.

Possible use cases include:

• VIP customer recognition
• Customer milestone automation
• Birthday or anniversary messaging
• Product replenishment reminders
• Subscription or membership reminders
• Lead-nurturing sequences
• Event follow-up
• Product education
• Loyalty communication
• Renewal reminders
• Warranty follow-up
• Customer onboarding
• Segment-based promotions

Welcome Series, Abandoned Cart, Browse Abandonment, Post-Purchase and Review Request, Customer Win-Back, and Back-in-Stock flows are covered by their respective dedicated services.

This package provides custom architecture inside Klaviyo’s native flow builder. It does not include custom application development or the creation of a new data integration.

Define the Automation Goal

We begin by defining one clear business objective for the automation.

The planning process covers:

• Who should enter the flow
• What event or condition should start it
• What the customer should receive
• What action the customer should take
• How long the journey should last
• When messaging should stop
• Which customers require different paths
• Which Klaviyo properties should be updated
• How success can be measured

The client must select one primary automation objective. Combining unrelated customer journeys into one flow is not included.

Create the Flow Architecture

We prepare one practical automation structure before implementation.

The architecture defines:

• Entry trigger
• Re-entry behavior
• Trigger filters
• Profile filters
• Message-level filters
• Email sequence
• Time delays
• Branching conditions
• Native non-message actions
• Exit or suppression logic
• Manual or Live activation approach

The completed automation may contain up to 18 post-trigger components across all paths.

Every email, delay, split, and non-message action counts as one component. Components duplicated across separate branches also count individually toward the total.

Validate the Trigger Data

We review one existing Klaviyo data source and confirm that it can support the approved automation.

The flow may use one of the following existing trigger types:

• Added to list
• Added to segment
• Recorded metric or customer event
• Date property
• Supported customer or ecommerce activity

The selected list, segment, metric, event, or date property must already exist and contain usable information before implementation begins.

We can review recent profiles or events to confirm the visible field names, values, and available personalization data. Creating a new tracked event, installing a new integration, repairing missing data, or sending custom information to Klaviyo requires a separate technical service.

The selected trigger must be approved carefully because Klaviyo does not allow the trigger of an existing flow to be directly replaced after configuration. A materially different trigger may require cloning or rebuilding the flow.

Configure Trigger and Profile Filters

We configure the approved trigger, entry criteria, and filters needed to control flow participation.

Filters may use available information such as:

• Profile properties
• List or segment membership
• Customer behavior
• Marketing status
• Purchase history
• Product or order data
• Engagement activity
• Location
• Customer status
• Existing custom properties

Trigger filters evaluate information associated with the event that starts an eligible metric-based flow. Profile filters determine whether a person remains eligible as they progress through the automation.

The service includes one approved set of filters within the overall component and complexity limits. Extensive nested logic, database reconstruction, or troubleshooting missing properties is not included.

Configure Re-Entry Behavior

We configure how frequently an eligible profile may enter the flow.

Available approaches may include:

• Enter only once
• Re-enter whenever the profile qualifies again
• Re-enter only after a defined minimum period

The correct option depends on the trigger, automation purpose, and risk of sending repetitive messages.

Re-entry settings are approved before activation and documented at handoff.

Create Up to Five Branded Emails

We create up to five email messages across the complete custom flow.

Each included email may contain:

• Email copywriting
• Subject line
• Preview text
• Branded header and layout
• Approved customer messaging
• Calls to action
• Client-provided or approved imagery
• Relevant links
• Standard personalization
• Footer and unsubscribe review
• Desktop and mobile optimization

Up to 20 approved client-provided, website-sourced, or product-feed images may be used across the complete flow.

Five emails represent the total across every branch. For example, three emails on the primary path and two different emails on another path use the entire five-email allowance.

New branding, product photography, custom illustration, advanced image production, and custom-coded HTML email development are not included.

Add Dynamic Personalization

Where the available data supports it, the included emails can use approved Klaviyo profile or event variables.

Personalization may include:

• First name
• Company name
• Customer status
• Location
• Important dates
• Purchase information
• Product information
• Membership information
• Existing custom properties
• Other approved account data

Fallback content is configured where appropriate so missing information does not create visibly incomplete messaging.

The package does not include researching missing information, enriching profiles, correcting source-system data, or developing new custom properties through an external integration.

Configure Time Delays

We configure up to four time-delay components across the complete flow.

Timing may be based on:

• Minutes, hours, or days after entry
• A specific time of day
• Selected days of the week
• Recipient local time
• Time before or after an available date property
• A defined waiting period before evaluating behavior

The timing structure is designed around the approved customer journey and sending frequency.

Delays duplicated across different paths count separately toward the four-delay limit.

Configure Multi-Branch Splits

We configure up to three multi-branch split components using data available in the client’s Klaviyo account.

A split may route profiles according to:

• Customer type
• Profile property
• Location or language
• Purchase history
• Product category
• Order value
• Engagement behavior
• Segment membership
• Completion of a defined action
• Other approved available data

Each included split may contain up to three configured customer paths plus Klaviyo’s automatic Everyone else path.

Klaviyo evaluates split paths in their configured order and routes each profile through the first path whose conditions it meets. The path order and conditions are reviewed before activation.

Additional branches, extensive decision trees, or flow structures exceeding the component limit require a separate scope.

Configure Native Non-Message Actions

We configure up to three supported native non-message actions where they are appropriate for the approved automation.

Included actions may consist of:

• Update an existing profile property
• Create and assign one approved profile property value
• Add or remove a profile from an approved list
• Send an internal email alert

Every action counts toward the total 18-component allowance.

External webhooks, custom actions, API calls, CRM commands, application updates, and actions requiring third-party development are not included.

Review Message Settings

We review the essential configuration for every included email.

This includes:

• From name
• From email address
• Reply-to address
• Subject line
• Preview text
• Smart Sending preference
• UTM tracking
• Message-level filters
• Link destinations
• Marketing eligibility
• Unsubscribe functionality

The client’s sending domain and general account configuration must already be operational. Domain authentication and broader deliverability setup are separate services.

Test the Automation

Before activation, we review and test the included flow using the preview and testing tools available in Klaviyo.

Testing includes:

• Trigger review
• Entry-criteria review
• Filter evaluation
• Re-entry settings
• Delay configuration
• Split-path logic
• Native action configuration
• Dynamic-variable preview
• Personalization fallbacks
• Link testing
• Desktop and mobile email review
• Test emails to up to three client-provided inboxes

Where the selected trigger supports previewing, we review representative profiles or events to confirm that the expected people qualify.

Complex flow logic may initially be placed in Manual status so eligible recipients can be reviewed before automatic sending begins.

Testing is limited by the quality and availability of the client’s account data. KizilCo cannot guarantee that every possible data combination or future profile behavior can be reproduced during implementation.

Review Past-Profile Eligibility

We review whether existing profiles should be added to the completed flow.

Historical scheduling depends on the trigger type, flow timeline, account data, customer eligibility, and marketing permission.

When appropriate and approved, one standard past-profile scheduling action is included. If historical profiles require a separate segment, campaign, data correction, or alternative automation, that work is outside this package.

Past-profile scheduling is never performed without client approval.

Activation and Handoff

After final approval, the included flow components are placed in Manual or Live status according to the approved launch plan.

The client receives a concise implementation summary identifying:

• Automation objective
• Trigger selected
• Re-entry settings
• Filters configured
• Emails created
• Delays configured
• Split paths created
• Native actions configured
• Testing completed
• Flow status at handoff
• Any unresolved data limitation
• Recommended next steps

The Klaviyo account, integrations, customer information, email content, and associated business assets remain owned and controlled by the client.

Client Requirements

Before work begins, the client must provide:

• Administrator access to the Klaviyo account
• One clearly defined automation objective
• One approved existing trigger
• A functioning source integration
• Representative profiles or event data
• Explanation of relevant data fields
• Approved sender name and email address
• Brand guidelines and logo files
• Product, service, or offer information
• Approved images and link destinations
• Confirmation of marketing permission
• Up to three addresses for email testing
• Timely feedback and final approval

Missing data, inaccessible integrations, unclear business rules, or delayed approvals may extend the delivery schedule.

Delivery and Revisions

Standard delivery is 12–18 business days after all required access, data, content, business rules, and brand assets are received.

Two consolidated revision rounds are included when submitted within seven days of the initial delivery and remain within the approved scope.

Revisions may address included copy, design, timing, filters, splits, actions, and standard configuration. A replacement trigger, additional customer journey, new strategy, additional messages, or materially different automation architecture requires a separate service.

Important Scope Boundaries

The following are not included:

• Klaviyo subscription or usage fees
• More than one Klaviyo account
• More than one custom automation flow
• More than one starting trigger
• More than five email messages
• More than 18 post-trigger components
• More than four time delays
• More than three multi-branch splits
• More than three native non-message actions
• SMS, MMS, WhatsApp, or push notifications
• Custom event or metric creation
• API or webhook development
• Custom actions or external application commands
• Integration installation or repair
• CRM or ecommerce data reconstruction
• Contact import, cleanup, or enrichment
• Sending-domain authentication
• Custom-coded HTML email development
• New branding or advanced image production
• Dedicated Welcome, Abandoned Cart, Browse Abandonment, Post-Purchase, Win-Back, or Back-in-Stock flows
• Extensive A/B testing
• Legal or regulatory compliance review
• Ongoing monitoring, reporting, or optimization
• Guaranteed delivery or inbox placement
• Guaranteed engagement, conversions, or revenue