Klaviyo Profile Import & List Organization

Service Scope

Klaviyo Profile Import & List Organization is a fixed-scope service for one business, one Klaviyo account, one primary email list, and one client-provided CSV file containing up to 5,000 email profiles.

The service prepares the supplied file for import, maps approved profile properties, applies the client’s documented email-consent instructions, completes one controlled import, creates up to five foundational dynamic segments, and reviews the final results.

This is a profile-import and basic organization service. It is not a complete migration from another email platform, historical activity transfer, database-reconstruction project, or advanced segmentation engagement.

Review the Existing Klaviyo Structure

We review the Klaviyo account elements directly related to the approved import.

The review may cover:

• Existing email lists
• Existing segments
• Available profile properties
• Current consent statuses
• Existing suppressions
• List-triggered flows
• Current profile count
• Possible duplicate organization structures
• Existing field names that may conflict with the supplied file

Existing lists, segments, properties, and profiles are preserved unless an approved in-scope update is required.

Review One Client-Provided CSV File

We review one final CSV file containing up to 5,000 email-profile records.

The file must contain an email-address column and clear headings for every additional data column.

Basic file preparation may include:

• Reviewing column headings
• Removing completely empty rows
• Trimming obvious extra spaces
• Identifying visibly duplicated email addresses
• Checking email addresses for basic formatting problems
• Standardizing approved column names
• Reviewing date formats
• Reviewing inconsistent capitalization
• Organizing columns for Klaviyo property mapping
• Removing clearly excluded columns with client approval

The client must provide one final consolidated file. Combining multiple spreadsheets, rebuilding incomplete databases, or reconciling conflicting source files is not included.

Review Duplicate Email Addresses

Klaviyo commonly uses an email address to identify and match an email profile.

We review the supplied file for visibly repeated email addresses and prepare one approved row for each address where the duplicate values can be resolved without manual research.

When duplicated rows contain conflicting information, the client must identify which value should be retained.

This service does not include matching people across multiple email addresses, household-level deduplication, fuzzy matching, or extensive duplicate investigation.

Map Up to 15 Profile Properties

We map up to 15 approved columns from the supplied file to Klaviyo profile properties.

These properties may include:

• Email address
• First name
• Last name
• Organization
• Phone number stored as a profile property
• Location
• Customer type
• Lead source
• Signup source
• Product interest
• Account status
• Customer tier
• Date information
• Preferred category
• Other approved custom information

Where an appropriate property does not already exist, an approved custom profile property may be created during import.

The supplied values must be compatible with the selected Klaviyo property type.

Protect Existing Profile Data

When an imported email address matches an existing Klaviyo profile, the imported values may update matching profile properties.

If an imported property already contains a value, the new value from the CSV may replace it.

Before the full import, we review the proposed mapping with the client and identify properties that should:

• Be imported
• Be excluded
• Update an existing property
• Create a new custom property
• Remain unchanged

KizilCo will not intentionally overwrite approved existing data without client authorization.

A complete backup or account export is not included unless separately requested and technically available.

Map Email-Consent Status

The client must identify the correct email-marketing status for the supplied profiles.

Available statuses may include:

• Subscribed
• Unsubscribed
• Never subscribed
• Existing suppression status where documented

Every person imported as subscribed must have the required permission to receive marketing emails.

If the file contains mixed consent statuses, the client must provide an approved consent column or instructions that allow those statuses to be mapped correctly.

If no consent information is supplied, the profiles will not be assumed to have marketing permission without written client confirmation.

Preserve Unsubscribes and Suppressions

Existing unsubscribed or suppressed profiles will not be intentionally resubscribed.

Consent status and suppression status are separate inside Klaviyo. A profile may have previously provided consent and still be suppressed from receiving marketing messages.

The service does not include:

• Removing valid suppressions
• Resubscribing unsubscribed profiles
• Reconstructing missing consent history
• Creating backdated permission records
• Determining whether implied consent is legally sufficient
• Importing purchased or acquired third-party contact lists

The client remains responsible for the source, accuracy, and lawful use of the supplied contact data.

Configure One Primary Email List

We create or review one primary email list for the approved import.

The list is configured with:

• A clear internal name
• An approved purpose
• An appropriate consent method
• Basic list settings
• A practical role in future forms and flows

Klaviyo generally distinguishes between static lists and dynamic segments. Lists hold profiles added through subscriptions, imports, integrations, or manual actions, while segments automatically update when profiles meet or stop meeting defined conditions.

The structure is designed to avoid creating unnecessary duplicate lists when imported properties and segments can organize the profiles more effectively.

Create Up to Five Foundational Segments

We create up to five basic dynamic segments using the imported profile properties and available consent information.

Segments may organize profiles by:

• Email subscription status
• Import source
• Customer or lead type
• Location
• Product interest
• Customer tier
• Account status
• Another approved imported property

The exact segments depend on the data available after import.

Behavioral segments based on purchases, website activity, email engagement, predictive analytics, or advanced multi-condition logic are not included. Those are available through Klaviyo Advanced Segmentation & Personalization Setup.

Review List-Triggered Flows

Before importing profiles, we review whether the selected list is connected to an active Klaviyo flow.

Where necessary, we recommend placing the affected flow messages into an appropriate non-sending status before the import begins.

This helps prevent newly imported profiles from unintentionally entering an active welcome series or another list-triggered automation.

Editing, rebuilding, testing, or activating the flow itself is not included.

Complete a Controlled Test

Before the full import, we may use a small client-approved sample to confirm:

• File recognition
• Email mapping
• Property mapping
• Data-type compatibility
• Consent handling
• List placement
• Existing-profile update behavior
• Basic segment qualification

The test does not guarantee that every remaining record will be accepted during the full import.

Complete the Approved Import

After the mapping and test are approved, we complete one full import into the selected Klaviyo list.

The import may:

• Create new profiles
• Match existing profiles by email address
• Update approved profile properties
• Apply documented email-consent statuses
• Add profiles to the selected list
• Supply data used by the approved segments

Klaviyo may require additional processing time before all imported profiles and properties appear throughout the account.

Review the Import Results

After processing is complete, we review the visible import results.

The review may identify:

• Profiles successfully created
• Existing profiles updated
• Duplicate email addresses consolidated
• Properties imported
• Consent statuses applied
• Invalid or rejected values
• Skipped records
• Mapping errors
• Profiles included in the selected list
• Profiles qualifying for the approved segments

The service does not guarantee that every record in the supplied file will be imported or eligible to receive marketing messages.

Correction and Re-Import Attempt

One standard correction and re-import attempt is included for records affected by an in-scope file-formatting, property-mapping, or data-type issue.

The correction attempt does not cover:

• A replacement database
• New columns or properties
• Changed consent instructions
• Extensive manual corrections
• Records rejected because of platform restrictions
• A materially different organization structure
• A new import requested after approval

Implementation Summary

The client receives a concise implementation summary identifying:

• The Klaviyo account used
• The source file imported
• The number of profiles submitted
• The primary list configured
• The properties mapped
• The consent instructions applied
• The segments created
• The visible import results
• Any unresolved records
• Recommended next steps

The Klaviyo account, source file, profile data, lists, segments, and associated business information remain owned and controlled by the client.

Client Requirements

Before work begins, the client must provide:

• Administrator access to the Klaviyo account
• One complete CSV file
• No more than 5,000 email-profile records
• Accurate and understandable column headings
• Definitions for unfamiliar data columns
• The correct email-consent status for every profile
• Documented permission for profiles identified as subscribed
• Instructions for updating existing profile properties
• The approved primary email list
• The requested basic organization criteria
• Confirmation of any active list-triggered flows
• Timely review and approval of the property map
• Timely approval of the final import

Delivery and Revisions

Standard delivery is 5–7 business days after the final CSV file, account access, consent instructions, property definitions, and required approvals are received.

One consolidated clarification or correction round is included when submitted within seven days of delivery and remains within the approved quantities and original scope.

A replacement file, additional import, new account, different consent structure, or materially changed organization plan is treated as a separate service.

Important Scope Boundaries

The following are not included:

• Klaviyo subscription or profile fees
• More than one Klaviyo account
• More than one source file
• More than 5,000 email profiles
• SMS, WhatsApp, or mobile-push consent import
• Historical email engagement
• Historical events or purchase data
• Full migration from another marketing platform
• More than 15 mapped profile properties
• More than five foundational segments
• Third-party email verification
• Data enrichment
• Manual contact research
• Extensive duplicate resolution
• Major spreadsheet reconstruction
• Purchased or third-party contact lists
• Consent collection
• Legal or regulatory compliance review
• Removal of valid suppressions
• Resubscribing unsubscribed profiles
• Advanced behavioral segmentation
• Predictive analytics configuration
• Signup forms
• E-commerce or CRM integration
• Campaign creation or launch
• Automation-flow setup
• Ongoing profile maintenance
• Guaranteed acceptance of every supplied record