Feed Klaviyo what happens in the rest of your business, so the right email goes out

Your follow-ups happen when someone remembers

You pay for Klaviyo, and you know a well-timed follow-up brings people back. But the thing that should trigger it, a visit, a treatment, or an order, happens in another tool. So the follow-up depends on someone exporting a list, or remembering to send a text at the end of a busy day. On a quiet week it happens. On a full week it doesn’t, and those are the weeks you’d most like people to rebook.

Why Klaviyo on its own doesn’t do the job

Klaviyo is built to send messages when something happens. It can wait three weeks after a visit, check whether someone has rebooked, and send a nudge if they haven’t. But it can only act on what it knows. If your bookings live in a separate system, Klaviyo has no idea who came in yesterday or what they had done.

Klaviyo links straight to some tools, like Shopify. For many booking systems, or for details like which treatment a client had, there’s a gap. Someone has to fill it, and that’s the job that gets dropped.

How we connect it to Klaviyo

We work with Still Water Day Spa, a seven-person day spa in Noosa. Clients often left without rebooking, and follow-up texts happened when someone remembered. The spa runs its bookings in Fresha.

We connected Fresha to Klaviyo, so each visit flows across with the details of the treatment. An AI helper (the industry calls it an agent) drafts a follow-up message from each visit, and Klaviyo sends it at the right time. Over three months, the rebooking rate went from 31% to 44%. We’re careful with that number, because the spa also rolled out a new booking system in the same period, and that helped too. Read the Still Water Day Spa story.

Before we connected anything, we mapped how they work (the industry calls it process mapping). That meant agreeing when a follow-up should go out, what it should say for each kind of treatment, and which clients should never get an automatic message.

When connecting Klaviyo is the right call, and when it isn’t

It pays off when your follow-ups depend on something that happens in another tool, like a visit, a class, or an order, and you have enough clients that doing it by hand gets missed.

If you already sell through Shopify and only need basic order emails, Klaviyo’s own link may cover it, and you don’t need us. And no follow-up email fixes a visit that went badly. Those clients need a call from a person, and we set the connection up so they’re left out of the automatic messages.

Where to go next

See the wider connecting your tools service, or read about Klaviyo. See the other side of the spa setup in connecting your tools with Fresha, or compare Mailchimp. See how we work with beauty and wellness and e-commerce businesses. When you’re ready, get your AI Starter Plan.