How to build a Klaviyo flow for new inquiries, by priority

A Klaviyo flow is a set of emails Klaviyo sends for you. A list-triggered flow starts when someone newly joins a list. Qualiform sends no marketing email itself. When a conversation on your form finishes, it adds the lead to a Klaviyo list, and your flow in Klaviyo sends the email. These steps work for any form you run in Qualiform.

What do you need before you start?#

You need five things:

1. A Klaviyo account. Klaviyo's pricing page says the free plan lets you build automations, with up to 250 active profiles and 500 email sends a month.
2. Someone in Klaviyo who can make a private API key. Klaviyo's help says Owners, Admins, and Managers can.
3. An Admin in Qualiform. Only Admins connect tools.
4. One Klaviyo list for each priority you want to email, such as a list named "Hot leads." You can make a list later. Check connection reads your lists again, so a new list shows up.
5. A live form. Its pill in the form header must say active. The test at the end needs a real lead.

The Klaviyo connection is on every Qualiform plan.

Klaviyo's About page calls it a CRM built for B2C brands. If you run a service business and are not sure Klaviyo suits you, read whether Klaviyo is a good fit for a service business first.

How do you add OK to email them to the form?#

Klaviyo only gets leads who say yes to one question: OK to email them. A form without it sends nobody to Klaviyo.

1. Open the form and go to its Questions tab.
2. Press Add a question to open the library.
3. Pick OK to email them. It sits beside Email and Phone. The line under its name says: "Asks if you may email them. Only a yes goes to your email tool."
4. Make sure the form also asks for an email address. If it does not, you see: "Add the Email question too. Without an email address, nobody can be added."
5. Press Save at the top of the page to keep your changes.

The AI asks it once, near the end, after their email address: "Can we email you now and then?" The AI is told to take yes or no and move on, and never to push after a no.

The question is never scored, so a no does not lower a lead's score. On the lead page, the CSV, and Notion, the answer shows as OK to email: Yes or OK to email: No. It is blank when it was not asked.

How do you connect Klaviyo to Qualiform?#

First, make the key in Klaviyo. These are the clicks in Klaviyo's help on private API keys:

1. Click your organization name in the bottom left.
2. Go to Settings.
3. Click API keys.
4. Click Create Private API Key.
5. Name the key, for example "Qualiform."
6. Under Select Access Level, choose what the key may do.
7. Click Create.

Qualiform's line under the key box asks for full access to Lists, Profiles, and Subscriptions. On Klaviyo's page, a Full Access Key can read and write every available scope. A Custom Key lets you choose No Access, Read Access, or Read/Write Access for each scope one by one.

Copy the key right away. Klaviyo shows the full key only on the page you see just after you create it.

Then, in Qualiform:

1. Open the Integrations page.
2. Find Klaviyo under Email marketing. Its line says: "Adds leads who said yes to emails to a Klaviyo list for their priority. Your Klaviyo flow sends the email."
3. Press it and paste the key into Private API key. The line under the box ends: "Stored encrypted, and never shown again."

The line under the box gives a shorter path that starts at Settings. In Klaviyo, you click your organization name first to reach Settings.

If Klaviyo refuses the key, nothing is saved, and you see: "Klaviyo did not accept that key. Copy it again and paste the whole thing."

What does By priority send to each list?#

After you connect, the dialog shows By priority, with this line: "Each lead joins the list for their priority. Start your automation on that list."

There is one row for each priority. Each row has a menu that starts on Not sent. The menu then lists your Klaviyo lists by name. Here is one way to set it up:

The list names are only examples. Pick a list for each priority you want to email. A row left on Not sent sends nobody with that priority.

One connection serves every form. A lead's priority comes from the rule it lands in on the form's Routing tab. Each form sets its own score ranges, but every lead ends up with one of the same five priorities. So a Hot lead from any form goes to the list you picked for Hot. The guide to lead routing rules helps you set those ranges.

Qualiform sends each lead's email address, first and last name, phone (when the form asks), and the form's name. The form's name goes in a Klaviyo profile property called Qualiform form. Qualiform writes it on each profile it adds. You can use it in a flow filter to keep one form's leads in their own flow.

Choose forms on the connection limits it to some of your forms. Beside each form that lacks the question, it says "Does not ask OK to email them." If none of the chosen forms asks it, you see: "None of these forms asks OK to email them yet, so nobody is sent. Add it on a form's Questions tab."

How do you build the flow in Klaviyo?#

Build one flow for each list you picked. These steps follow Klaviyo's help on list-triggered flows and its help on adding an email to a flow.

1. Go to the Flows tab.
2. Click Create flow and select Build your own.
3. Name the flow, for example "Hot leads welcome," and click Create flow.
4. In the flow builder, select All triggers, then choose Added to list.
5. Select the list for this flow, such as "Hot leads."
6. Set Re-entry criteria in the trigger settings panel.
7. Drag the email component from the sidebar onto a drop point on the canvas. To send the email as soon as someone joins, put it right after the trigger, with no time delay before it.
8. Click the email's card.
9. In the sidebar, edit the email name, subject line, and preview text. Click Edit sender to set the sender name, sender email address, and reply-to.
10. Click Save. Then click Select template to write the email.
11. When the flow is ready, click Update status, select Live, and click Save.

Klaviyo's help says the first email then goes out when a profile newly joins that list. A flow left in draft does not send on its own.

Klaviyo's help also says a profile added through an integration or Klaviyo's APIs counts as added to the list. No Klaviyo page says outright that this starts the flow. That is why the next step is a test with a real lead.

How do you test it with one real lead?#

Run one real lead through your own live form. Nothing else tests the whole path:

• Check connection proves the key and reads your lists again. It adds nobody, because a test contact could set off your real flow. Its answer is "Connected to Klaviyo. Nothing was added."
• Preview in the form editor sends nothing to any tool.
• Adding a profile by hand on its Klaviyo page, with Add to list, does not start a list flow. Klaviyo's help says so.

To run the test:

1. Check that the flow is Live and the form's pill says active.
2. Open the form on your own website, or from its direct link.
3. Talk with the AI as a visitor would. Use an email address you can open.
4. Give answers that land in a priority with a list, such as Hot.
5. Say yes when the AI asks "Can we email you now and then?"
6. If the list uses double opt-in, open Klaviyo's confirmation email and confirm.
7. In Qualiform, read the line for this lead under Recent sends.
8. In Klaviyo, find your profile in the list you chose. Look for the Qualiform form property and the form's name.
9. Check your inbox for the flow's first email.

If the email does not arrive, start with Recent sends. It says what Qualiform did with the lead.

What do the lines in Recent sends mean?#

Each lead gets one line, in these words:

Which of Klaviyo's own rules still apply?#

Qualiform adds the lead. After that, Klaviyo's rules decide what happens:

1. Lists are double opt-in by default. Klaviyo first sends each new lead its confirmation email. They join the list, and the flow, only once they confirm.
2. A list set to single opt-in skips that step. The lead joins the list without a confirmation email.
3. Unsubscribes hold. Qualiform checks first and never adds back someone who unsubscribed. Klaviyo also never allows marketing messages to a profile that explicitly unsubscribed.
4. Only new joins start the flow. People already on the list do not enter on their own. Klaviyo's Add past profiles feature can add them.
5. A flow must be Live. A flow left in draft does not send on its own.
6. Plan limits apply. Klaviyo bills email by active profiles, which are the profiles that can be emailed. The free plan allows up to 250 active profiles and 500 email sends a month.

Once your first lead works, run one real lead through each new form you connect, and read its line in Recent sends.