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Klaviyo Zapier integrationAutomate Klaviyo with Zapier.

The Klaviyo Zapier integration gives you 3 triggers, 15 actions and 5 searches to move profiles, lists, tags and events between Klaviyo and your other tools, on the free plan too. Here is what each one does, what it costs and where it breaks.

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Overview

What the Klaviyo Zapier integration actually does

The Klaviyo Zapier integration links your Klaviyo account to Zapier so that something happening in Klaviyo can start work elsewhere, and so other tools can write into Klaviyo. You get 23 operations in total, none of them premium, which means it can be used from the free plan.

Three things people usually build with it. Cleaner lists: a New Profile or a Profile added to Segment or List trigger feeds Add Profile to List or Remove Profile from List, so the right people sit in the right audience. Richer profiles: Create Or Update Profile and Update Profile push data from a form, a CRM or a booking tool into Klaviyo. Activity Klaviyo never saw: Create Event records something that happened outside the shop on the person's Klaviyo timeline, under a metric of your choice.

What it does not do matters just as much. None of the three triggers is instant: Zapier checks Klaviyo on a timer, so a welcome message built this way waits for the next check. No visible operation deletes a profile, and none edits the content of a campaign; Send Campaign only fires a draft you already prepared. For anything the list does not cover, there is the API Request (Beta) action, which is for people comfortable reading an API reference.

If you are weighing tools, the same app has a page on our side for the other platform, the Klaviyo Make integration, and the Make vs Zapier comparison sets the two side by side by criterion.

Vocabulary

Zapier vocabulary in one minute

Seven words come back on every line of this page. Here they are in plain English, once.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier waits for it and starts everything that follows.
Action
What the Zap does after it starts: the step that writes, sends or moves something for you in an app such as Klaviyo.
Task
The unit Zapier bills. One task is one action the Zap completes successfully, and your plan counts those every month.
Polling vs instant
A polling trigger is checked by Zapier on a timer. An instant trigger is pushed by the app the moment the event happens.
Filter
A step that lets the Zap go on only when what arrived meets the condition you set, and quietly stops it otherwise.
Search step
A step that looks up something that already exists in an app, such as a Klaviyo profile, so later steps can use it.
Cost

What it really costs

Klaviyo is not a premium app, so the free plan is enough to start.

  • Free plan100 tasks a month, unlimited Zaps
  • Zap size on freeTwo steps: one trigger, one action
  • Premium appNo, Klaviyo works on every plan
  • BilledEach successful action, never the trigger

The trigger never costs a task, however often Zapier checks Klaviyo. Each action that succeeds counts once, and a failed one is not billed. The free plan gives 100 tasks a month, but only two-step Zaps: one trigger, one action. Add a filter, a search or a second action and you have a multi-step Zap, which needs a paid plan. In practice, many Klaviyo Zaps need Find a Profile to get an ID, so budget for that step from day one.

Connect

Connect Klaviyo to Zapier in three steps

  1. 01

    Open your connections

    In Zapier, go to the Apps page of your account and click + Add connection. A connection is your Klaviyo account linked to Zapier once, then reused by every Zap that needs it.

  2. 02

    Pick Klaviyo and sign in

    Type Klaviyo in the search box of the dialog, pick it, then click Add connection. A new tab opens on Klaviyo: sign in with the account that owns the lists and campaigns you plan to touch.

  3. 03

    Grant access

    Accept the access Zapier asks for. If the lists or segments belong to a colleague, make sure your Klaviyo user can read and write on them first, otherwise the Zap will only see part of the account.

First Zap

Your first Zap: route new SMS subscribers to a VIP list

GoalA DTC skincare brand wants every new profile that opted in to SMS to land in its VIP list, without anyone copying it over by hand.

  1. 01

    Build: pick the trigger

    Create a Zap, choose Klaviyo, then New Profile. Use its optional channel setting to keep only profiles that subscribed to SMS.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent profiles of your account, so you build the rest on a real one instead of guessing.

  3. 03

    Add a filter if you need one

    Click the plus icon, add Filter, then set the field, the rule and the value. It makes the Zap multi-step, so it needs a paid plan.

  4. 04

    Add the action

    Pick Add Profile to List, map the profile ID from the trigger, and choose the VIP list. A double opt-in list sends a confirmation email first.

  5. 05

    Test, then publish

    Test the action and check the profile in Klaviyo. Then click Publish: the Zap is on and only reacts to profiles created from now on.

Triggers

Klaviyo triggers on Zapier

3 events start a Zap when something happens in Klaviyo. Zapier checks for them at the interval your plan allows.

1

New Event

Polling trigger

In Zapier“Triggers on a new event. Optional filtering by metric.”

Starts the Zap whenever Klaviyo records a new event. You can narrow it down to a single metric, which keeps the Zap from waking up on every bit of activity in the account.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a subscription box wants a row in its support tool each time a chosen metric shows up for a customer, so the team can follow up by hand.
Watch out
leave the metric empty and every event in the account starts a run, which eats tasks on the action side fast.
2

Profile added to Segment or List

Polling trigger

In Zapier“Triggers when a Profile is added to a Segment or to a List.”

Watches one list or one segment you choose and fires when a profile joins it. Segments are where Klaviyo already does the sorting for you, so this trigger lets the rest of your tools reuse that logic instead of rebuilding it.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a furniture retailer sends people who enter its high-value segment to the sales team's CRM for a personal call.
Watch out
people already in the segment when you publish never start the Zap, only those who join afterwards.
3

New Profile

Polling trigger

In Zapier“Triggers when a new Profile is created. Optionally filter for new Profiles that subscribed to a specific channel.”

Fires each time Klaviyo creates a profile. An optional setting keeps only new profiles that subscribed to a specific channel, email or SMS, which is the simplest way to treat the two audiences differently.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one.
When to use it
a coffee roaster copies every new SMS subscriber into its loyalty app so points start counting from day one.
Watch out
a big CSV import creates hundreds of profiles at once and can trip Zapier's flood protection.
Actions

Klaviyo actions on Zapier

Klaviyo gives you 15 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Profile to List

Action

In Zapier“Adds an existing profile to a list”

Puts an existing profile into a list. It does not touch their email or SMS consent, only their list membership.

When to use it
moving buyers of a product line into the list that gets its restock news.
Watch out
on a double opt-in list, Klaviyo sends a confirmation email first; single opt-in adds them at once.
2

Add Tag to List

Action

In Zapier“Adds an existing tag to a list”

Attaches a tag that already exists to a list, which helps keep a large account organised.

When to use it
every list your Zap creates for a seasonal drop gets the same seasonal tag.
Watch out
it takes the tag ID, so Find Tag usually comes first.
3

Add Tag to Segment

Action

In Zapier“Adds an existing tag to a Segment”

Same idea as for lists, applied to a segment: an existing tag gets attached to it.

When to use it
marking the segments one market owns, so the regional team finds them in one click.
Watch out
the tag has to exist already; no action here creates one.
4

Create List

Action

In Zapier“Creates a new list.”

Makes a new, empty list in Klaviyo from a single required field, its name.

When to use it
each new event your team runs gets its own attendee list, created the moment the event goes live in your planning tool.
5

Create Profile

Action

In Zapier“Creates a new Profile. Optionally subscribe the Profile to a channel (email or SMS).”

Adds a brand new person to Klaviyo and, if you tick it, subscribes them to email or SMS in the same step.

When to use it
a webinar platform hands over each attendee who was never in Klaviyo before.
Watch out
if the person may already exist, Create Or Update Profile is the safer pick.
6

Create Event

Action

In Zapier“Creates a new event for a specific metric.”

Logs an activity on a person's timeline under a metric. Pick an existing metric or type a new name, and Klaviyo creates that metric for you.

When to use it
a refund approved in your helpdesk shows up on the customer's Klaviyo timeline, next to their orders.
Watch out
the email of the person is required.
7

Remove Profile from List

Action

In Zapier“Removes a Profile from a List.”

Takes a profile out of one list and leaves the rest of the account alone.

When to use it
a customer cancels a subscription in your billing tool and should stop receiving the subscriber-only newsletter.
Watch out
the field wants a valid profile ID, not an email address, so plan a search step before it.
8

Remove Tag From List

Action

In Zapier“Removes an existing tag from a list”

Detaches a tag from a list without deleting the tag or the list.

When to use it
a launch is over and its lists should drop the 'active launch' tag your team filters on.
Watch out
both the tag and the list are required fields.
9

Remove Tag from Segment

Action

In Zapier“Removes an existing tag from a Segment”

Pulls a tag off a segment, leaving the segment and its members untouched.

When to use it
a segment changes owner and should lose the old team's tag the same day.
Watch out
like its list twin, it wants the tag ID and the segment.
10

Send Campaign

Action

In Zapier“Sends a draft campaign immediately.”

Sends a campaign that sits in draft, right away. It does not build the email; you prepare it in Klaviyo first.

When to use it
a restock alert drafted in advance goes out the minute your warehouse tool marks the item available.
Watch out
it needs the draft's campaign ID; Find Campaign can fetch it.
11

Update Profile

Action

In Zapier“Updates an existing profile and optionally adds them to a list.”

Changes the details of a profile that already exists and can add it to a list on the way.

When to use it
your CRM marks a lead as a customer and Klaviyo should know before the next campaign goes out.
Watch out
it requires the profile ID; add a Find a Profile step before it when you only hold an email.
12

Create Or Update Profile

Action

In Zapier“Create or Update a Profile and add it to a list you specify. Profiles are single or double opted in based on the list's settings.”

Writes the profile whether it exists or not, then drops it into the list you name. Opt-in follows that list's own setting, single or double.

When to use it
a quote form on your website where returning customers and newcomers arrive mixed together.
Watch out
a double opt-in list means the person gets a confirmation email before being added.
13

Subscribe Profile

Action

In Zapier“Subscribe a Profile to Email Marketing, SMS Marketing or both.”

Records consent for email marketing, SMS marketing or both. Email or phone becomes required depending on the channel you pick.

When to use it
a customer ticks the SMS box on a paper form your store staff type into a tablet app.
Watch out
with double opt-in settings, a confirmation goes out first.
14

Unsubscribe Profile

Action

In Zapier“Unsubscribes a Profile from Email and/or SMS based on provided identifiers.”

Withdraws a person from email, SMS or both, based on the identifiers you pass.

When to use it
someone asks your support team by chat to stop all marketing, and you want Klaviyo to reflect it without a manual edit.
Watch out
this is the opposite of a list removal; it changes consent itself.
15

API Request (Beta)

Action

In Zapier“This is an advanced action which makes a raw HTTP request that includes this integration's authentication.”

An advanced step that calls Klaviyo directly with your existing connection, for anything the other actions do not cover.

When to use it
a developer on your team needs one specific call and does not want to manage keys.
Watch out
it only reaches Klaviyo's own domains, and you choose whether an error stops the Zap.
Searches

Klaviyo searches on Zapier

5 search steps look for data that already exists in Klaviyo, so a later step can use it.

Searches sit at the bottom of the action list in the editor, under SEARCH. They find something that already exists in Klaviyo and hand it to the next steps, which is how you get the IDs that several actions require. Each search makes the Zap multi-step.

1

Find Campaign

Search

In Zapier“Find a campaign by name.”

Looks up a campaign by its name and returns it to the next step.

When to use it
right before Send Campaign, to get the ID of the draft you prepared for a flash sale.
Watch out
if more than one campaign matches the name, decide in the settings which one moves on.
2

Find List

Search

In Zapier“Find a list by name.”

Finds a list by name, so you do not have to hard-code it in every Zap.

When to use it
your form sends the name of a product interest and the Zap picks the matching list on the fly.
Watch out
a renamed list stops matching until you update the value.
3

Find Segment

Search

In Zapier“Find a segment by name.”

Retrieves a segment from its name and passes it along.

When to use it
feeding Add Tag to Segment when the segment changes from one run to the next.
Watch out
whether the name must match exactly is up to Klaviyo, not Zapier, so test with real names.
4

Find a Profile

SearchFind or create

In Zapier“Finds a Profile by email address or phone number. Optionally, provide a list to search within.”

Finds a person by email or phone number, optionally inside one list. When both are given, a setting adds a second lookup by phone. In the editor you will also see Find or Create Subscriber: it is this same search with creation switched on, not an extra operation.

When to use it
before Update Profile or Remove Profile from List, which both need the ID.
5

Find Tag

Search

In Zapier“Find a tag by name.”

Returns a tag from its name so a tag action can use its ID.

When to use it
your Zap tags lists with the current quarter and builds that name from a date.
Watch out
if the tag does not exist, there is no create option here; switch on the empty-result setting or the Zap stops.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds nothing stops the Zap and the steps depending on it are skipped. Switch it on and the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking it turns the search into a find-or-create: it asks for the fields needed to create the missing item, and the setting above disappears.
  3. If multiple search results are found?
    Three ways out when several items match: keep the first one (the default), stop the Zap, or pass all of them on at once.
When it breaks

When the Klaviyo Zap breaks

Most Klaviyo Zaps that fail do so for one of a handful of reasons, and Zapier keeps a help article called 'Common Problems with Klaviyo' for the app-side ones.

Here are the cases worth knowing before you publish. For anything stranger, our Zapier troubleshooting page walks through the method.

  • An email where an ID is expected

    Remove Profile from List and Update Profile want a profile ID. Mapping an email there fails the step; a Find a Profile search fixes it.

  • Nobody gets added, a confirmation goes out

    On a double opt-in list, Add Profile to List and Create Or Update Profile send a confirmation email first. The profile is not added straight away, unlike on a single opt-in list.

  • Old profiles are never picked up

    A Zap only reacts to what happens after you publish it. Profiles and events from before stay where they are; moving that backlog is a separate job.

  • The Zap keeps restarting itself

    If New Profile is the trigger and Create Profile the action on the same account, the Zap feeds itself and burns through your tasks quickly.

  • A bulk import gets held back

    After a large CSV import, a trigger can suddenly return a huge batch. Zapier's flood protection can hold that batch back instead of running it all.

  • Send Campaign finds nothing to send

    The action only sends a campaign still in draft. Point it at the ID of a draft, which Find Campaign can look up for you before the step runs.
Need help

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FAQ

Klaviyo Zapier integration: frequent questions

01Is the Klaviyo Zapier integration free?
Yes, you can use it on the free plan, because Zapier does not class Klaviyo as a premium app. The free plan gives you 100 tasks a month and an unlimited number of Zaps. The catch is the size of each Zap: on free, a Zap is one trigger and one action, nothing more. As soon as you need a filter, a search such as Find a Profile, or a second action, the Zap becomes multi-step and you need a paid plan. Many useful Klaviyo setups need a search for the profile ID, so plan for that early.
02How many tasks does a Klaviyo Zap use?
One task per action that completes successfully, and nothing for the trigger. Zapier can check Klaviyo for new profiles or events as often as your plan allows without spending anything. A Zap with three actions uses three tasks each time it runs to the end. An action that fails is not counted. Searches and filters sit inside a multi-step Zap, so the real limit on the free plan is less the 100 tasks than the two-step rule. Watch out for loops: a Zap that writes where its own trigger looks spends tasks with every turn.
03Does Klaviyo trigger Zapier in real time?
No. All three Klaviyo triggers are polling triggers: Zapier asks Klaviyo for new items on a timer instead of Klaviyo calling Zapier. On the free plan the check runs every 15 minutes, on Professional every 2 minutes, and on Team and Enterprise every minute. On paid plans you can also run a check by hand from the editor. So a welcome sequence started from a Zap will not leave the second the person signs up. If the delay matters, keep in mind that a paid plan shortens it but never removes it.
04What does it take to connect Klaviyo to Zapier?
A Klaviyo account and the right access inside it. In Zapier you open the Apps page, click + Add connection, search for Klaviyo, then sign in on the tab that opens and grant access. If you plan to work with lists, segments or campaigns created by a colleague, your Klaviyo user needs read or write rights on them, otherwise the Zap simply will not see them. The connection is made once and reused by every Zap that touches Klaviyo, so it is worth using an account that will not be deleted when someone leaves.
05Why does Remove Profile from List fail with an email?
Because the action expects a Klaviyo profile ID, and an email address is not one. The same goes for Update Profile and Add Profile to List. The fix is a search step: put Find a Profile before the action, let it look up the person by email or phone, then map the ID it returns into the action's field. That search turns the Zap into a multi-step one, which means a paid plan. If the person might not exist yet, tick the create option on the search so the Zap does not stop on an empty result.
06What if the Klaviyo operation you need is not in the list?
Then the API Request (Beta) action is the way in. It calls Klaviyo directly while reusing the connection you already set up, so you do not handle keys yourself. It is aimed at people who can read Klaviyo's API documentation and pick the right method and address. It can only reach Klaviyo's own domains. You also choose whether an error from Klaviyo stops the Zap or lets it carry on. If that is beyond your team, it is usually a sign the job belongs to someone who builds automations for a living.
07Zapier, Make or n8n for Klaviyo?
It depends on criteria, not on a winner. On Zapier, Klaviyo comes with 23 ready operations, all three triggers are polling, and anything beyond one trigger and one action needs a paid plan. So check three things before choosing: whether your team wants a guided editor or prefers to build more by hand, how many steps a typical run needs, and how each tool bills those steps. Then look at which Klaviyo operations each platform offers for your exact case. The side by side comparison pages on our site lay out those criteria tool by tool, without crowning one of them for every team.
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