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Klaviyo is built around rich customer profiles and the flows that act on them. Every person who books you is a profile those flows should already be working on.
Connect FlowBookings to Klaviyo through Zapier and every customer who books on your Webflow site becomes a Klaviyo profile automatically, with the service they booked and what they paid attached, ready to enter a flow.
Why connect FlowBookings to Klaviyo
Klaviyo earns its keep by knowing things about people and acting on them; what they bought, what they're worth, what they've done. A booking is exactly that kind of signal, and if it only lives in your booking dashboard, Klaviyo is flying blind on your most valuable customers.
Connect the two and every booking becomes a profile carrying real data: the service, the price, the date. Your flows can act on it: a welcome flow for first-time bookers, a win-back flow for cancellations, a segment of high-value customers you treat differently.
Because the booking value rides along on the profile, you're not just growing a list; you're feeding Klaviyo the data it's designed to make money from. For a business that runs on Klaviyo, that's the difference between a booking tool and one that plugs into your revenue engine.
How it works
A customer books on your Webflow site. FlowBookings records the appointment. Zapier picks it up and creates or updates the profile in Klaviyo.
The connection runs one way, where bookings flow into Klaviyo. And because Klaviyo's model is built on profiles, properties, and flows, adding a profile isn't the end of it, and it's the data that makes your flows fire and your segments accurate. More on that below.
Profiles, lists, segments and flows
Worth thirty seconds before you build, because Klaviyo is structured differently from Mailchimp and ConvertKit, and that structure is the whole point of using it.
A profile in Klaviyo is a person, and unlike a plain subscriber, it holds properties — custom data like Last Service Booked or Last Booking Value. A list is a group people are added to directly. A segment is a live, self-updating group defined by rules on those properties — "everyone whose last booking was over $100," for instance, keeps itself current with no manual work. And a flow is Klaviyo's automation: an email or SMS series triggered by joining a list, or by a property changing.
For bookings, the move that matters is pushing booking data onto the profile as properties. Add the person to a list to trigger a welcome flow, yes, but also write the service and price to their profile, and now your segments can slice by them, and your flows can personalize on them.
That property-rich profile is what separates a Klaviyo setup from a basic email list. Hold that in mind while you build: it's not just add-to-list, it's add-with-data.
What you'll need
- A FlowBookings account on any plan
- A free Zapier account
- A Klaviyo account with at least one list set up
- At least one service set up in FlowBookings, and one booking to use as a test
The triggers you're working with
FlowBookings gives Klaviyo two things to react to:
Each profile can carry the customer's first and last name, email, the service name, the booking price, and if you use custom form fields, it can be anything else the customer filled in on your form.
Zaps you can build
Add Every Booking Customer to Klaviyo
New Booking → Subscribe Profile / Update Profile
The core one. A booking comes in, and the customer becomes a Klaviyo profile added to your list to trigger a flow, with the service and price written onto the profile as properties. This is the Zap that turns bookings into a data-rich, segmentable audience.
Tag Cancelled Customers for a Win-Back Flow
Booking Cancelled → Update Profile (property: Cancelled)
A cancellation is a profile worth winning back. This sets a property or adds the profile to a win-back list, which can trigger a Klaviyo flow nudging them to rebook. The people most likely to book again are the ones who nearly did.
How to set up FlowBookings and Klaviyo integration
Here are the steps to build the integration:
1. Grab your API key
In FlowBookings, go to Dashboard → Integrations → API Key and copy the key. This is what lets Zapier into your account, so treat it like a password and don't paste it anywhere public.
2. Start a new Zap
In Zapier, hit Create → Zaps, search FlowBookings, and pick it as your trigger app.
3. Choose the New Booking trigger
Select New Booking. When Zapier asks you to sign in, paste your API key. It'll pull in a recent booking as sample data so you've got real fields to work with. No bookings yet? Make a quick test one on your Webflow site first.
4. Add Klaviyo
Add an action and connect your Klaviyo account. Choose Subscribe Profile (adds the person to a list, which can trigger a flow) or Update Profile if you only want to write data without a list subscription. Klaviyo matches on email, so returning customers update their existing profile rather than duplicating.
5. Map your booking to the profile
This is where Klaviyo pulls ahead of a plain email tool, map the data, not just the name:
Those last two are the point. With service and value on the profile, your segments and flows can act on them, which a basic subscriber record can't.
6. Build the flow in Klaviyo
In Klaviyo itself, set up a flow triggered by joining that list: a welcome series, a booking confirmation follow-up, whatever fits. The Zap puts people (and their data) in; the flow does the emailing. You can also build a segment on the properties from step 5, like "last booking value over $100," and treat those customers differently.
7. Test it and switch it on
Run the test and check Klaviyo and the profile should appear with the properties populated, and if your flow is live, they should enter it. Looks right? Publish.
8. Add the win-back flow (optional but worth it)
Build a second Zap: trigger on Booking Cancelled, action Klaviyo → Update Profile, setting a Cancelled property or adding them to a win-back list. Then build a Klaviyo flow off that trigger to nudge them back. A cancellation becomes a second chance, hands-off.
Here is detailed documentation on how to set up Zapier in FlowBookings.
What you need to know
A few honest edges before you build:
- Map the properties, or you're wasting Klaviyo. Adding a bare profile works, but the reason to use Klaviyo over a simpler tool is the data. Write service and price to the profile so your segments and flows can use them
- The flow does the emailing. Adding a profile or setting a property doesn't send anything on its own — build the flow in Klaviyo that triggers off the list or property, or nothing goes out
- Respect consent. A booking is a transaction, not automatically a marketing opt-in. Subscribing a profile to a list is marketing consent; make sure it fits the rules that apply to your customers (GDPR, CAN-SPAM). If you only want the data without emailing, use Update Profile rather than Subscribe
- It's fast, not instant. Zapier checks for new bookings every 1–5 minutes on paid plans, up to 15 on the free one
- Reschedules don't update the profile. The trigger fires when a booking is made, not when it changes
- Cancellation handling doesn't suppress them. The win-back Zap sets a property; it doesn't unsubscribe. Removals are still handled in Klaviyo
Frequently asked questions
Does this cost anything extra?
Zapier integration is available on all FlowBookings plans with no extra charges. You'll need a Zapier account, and the free tier covers both Zaps on this page.
Will it create duplicate profiles?
No. Klaviyo matches on email, so a returning customer updates their existing profile.
Can I put the booking value on the profile?
Yes, map price to a custom property like Last Booking Value. Then you can segment and personalize on it, which is the main reason to use Klaviyo here.
How do I make a booking trigger a flow?
Subscribe the profile to a list, then build a Klaviyo flow triggered by joining that list. The Zap adds them; the flow emails them.
Can I add booking customers as data only, without emailing them?
Yes. Use Update Profile instead of Subscribe Profile: it writes the data without adding them to a marketing list.
Can a cancellation trigger a win-back flow?
Yes. The second Zap sets a property or list membership on cancellation, and a Klaviyo flow off that trigger sends the follow-up.
What happens if a customer reschedules?
The profile isn't updated automatically, and the trigger only fires on a fresh booking.
Do I need to know how to code?
Not at all. Everything's done by pointing and clicking in Zapier.