Add Klaviyo profiles to a Scribeless campaign with Zapier
This guide uses Zapier as the connector, but the same workflow can be built in Make, Pipedream, n8n, or similar automation tools. The core pattern is: trigger from a Klaviyo lifecycle moment, optionally filter or delay the workflow, then add the profile as a recipient in Scribeless.
Before you build the Zap, create the campaign in Scribeless. Choose the note design, handwriting style, message, QR code, and any merge variables first. Zapier's Scribeless action adds recipients to an existing campaign; it does not create the campaign content for you.
What this automation does
When a profile enters a Klaviyo segment or list, Zapier sends the profile's name, address, company, and lifecycle details to Scribeless and adds the person as a recipient in your chosen campaign.
Use this for B2B workflows such as:
Sending a handwritten offer when a profile enters a VIP or target-account segment.
Sending a celebratory card for a birthday, renewal, contract anniversary, or customer milestone.
Sending a premium follow-up after a profile reaches an email or SMS engagement threshold.
Sending a win-back note when a customer enters a lapsed, churn-risk, or reactivation segment.
If your Scribeless card includes a QR code, you can also send the offline response signal back into Klaviyo. For example, a QR scan can trigger an email or SMS flow, update profile intent, or move the person into a higher-intent segment.
What you need
A Klaviyo account connected to Zapier.
A Klaviyo segment or list that represents the moment you want to mail from.
Klaviyo profile properties or a lookup step that provides postal address fields.
A Scribeless campaign that is ready to receive recipients.
A Zapier account connected to Klaviyo and Scribeless.
A paid Zapier plan if you want to add
Filter by Zapier,Delay by Zapier, or Paths.
Klaviyo is often strongest as the lifecycle trigger, but it may not always be the source of the mailing address. If your profile properties do not include address data, add a lookup or enrichment step before Scribeless, such as a CRM, ecommerce platform, warehouse system, or customer database search.
Recommended Zap structure
For a simple segment-triggered handwritten mail workflow:
Trigger:
Klaviyo-Profile added to Segment or List.Action:
Scribeless-Add Recipients.
For a more controlled lifecycle workflow, add these steps before Scribeless:
Filter: continue only when the profile matches the right segment, account tier, region, customer status, or engagement threshold.
Delay: wait until the right send moment, such as after a renewal date, purchase delivery window, or reactivation period.
Lookup: retrieve address fields if they are stored outside Klaviyo.
Build the Klaviyo trigger
In Zapier, create a new Zap.
Set the trigger app to
Klaviyo.Choose
Profile added to Segment or Listas the trigger event.Connect your Klaviyo account.
Choose the segment or list that should start the handwritten mail workflow.
Test the trigger so Zapier can load a recent profile.
Use a test profile that includes the same fields your live recipients will provide. If your Scribeless campaign needs postal address fields, confirm the Klaviyo sample profile includes them or add a lookup step before Scribeless.
Add optional filters and delays
Add a filter if only some Klaviyo profiles should receive handwritten mail. Common B2B filters include:
Segment name is
VIP customers,Renewal due,Target accounts,Reactivation, or another high-value audience.Account tier, lead score, predicted customer lifetime value, or engagement score meets your threshold.
Country or region is supported by the Scribeless campaign.
Profile consent, customer status, or suppression fields allow offline follow-up.
The profile has a complete postal address or passed an address lookup step.
Place the filter after the Klaviyo trigger and before the Scribeless action. If the filter does not pass, Zapier stops the run and no recipient is added to Scribeless.
Add Delay by Zapier when the handwritten note should arrive after a specific lifecycle moment rather than immediately after segment entry. Useful delay patterns include:
Wait a few days after a high-intent email click before sending a premium follow-up.
Wait until after an order, renewal, or onboarding milestone.
Wait before sending a win-back note so email and SMS attempts can run first.
Delay VIP or referral cards until after an internal review step confirms eligibility.
Add the Scribeless action
Add the final action step.
Choose
Scribeless.Set the action event to
Add Recipients.Connect your Scribeless account.
If you are in more than one Scribeless organization, choose the organization that has the campaign you want to use.
The Scribeless action should come after any filters, delays, routing, consent checks, or enrichment steps that decide whether the profile should receive mail.
Map the profile fields
In the Scribeless Configure tab:
Choose the campaign in
Campaign ID.Map the profile's first name and last name from Klaviyo.
Map address fields from Klaviyo profile properties, a previous lookup step, or another enrichment source.
Map company name if you store it on the Klaviyo profile or retrieve it from your CRM.
Optionally map email, phone, segment name, lifecycle stage, renewal date, engagement score, or VIP status if your Scribeless campaign uses those values as merge variables.
If Klaviyo stores full name in one field, use Zapier Formatter or a CRM lookup to split it into first and last name before the Scribeless action.
If a profile property does not appear in the field picker, retest the Klaviyo trigger with a profile that has that property populated. Zapier often needs a complete sample profile before all fields are available for mapping.
Send QR scan activity back to Klaviyo
If your Scribeless campaign uses a QR code, decide what should happen when someone scans it. The usual pattern is:
Capture the scan or form submission with the recipient's email, profile ID, or another matching key.
Send that event into Klaviyo as profile activity or a profile property update.
Use Klaviyo to trigger the next email/SMS flow, update profile intent, or move the person into a follow-up segment.
Keep the matching key consistent across systems. Email is usually easiest when the QR destination asks the recipient to confirm or submit their business email.
Test and turn on
Test the Zap with a safe internal Klaviyo profile.
Confirm the recipient appears in the correct Scribeless campaign.
Check that name, address, company, and merge variables are complete.
Review your filter and delay logic if the recipient should only be added after qualification, consent, or timing checks.
Turn on the Zap once the test recipient looks correct.
For live workflows, monitor the first few Zap runs and Scribeless recipients, especially when address data comes from custom Klaviyo profile properties or a lookup step.
Troubleshooting
The profile appears in Zapier but not in Scribeless
Check the Zap run history. Confirm the filter passed, the delay completed, and the Scribeless action ran successfully. Then confirm the action is pointing at the right Scribeless organization and campaign.
Address fields are missing
Klaviyo profiles do not always contain postal address fields. Add address properties to the profile, collect address data through a form, or add a lookup step before Scribeless and map the address from your CRM, ecommerce platform, or customer database.
The note should be sent after another lifecycle step
Add a delay after the Klaviyo trigger or use the system that records the later lifecycle event as the trigger. For example, you may trigger from fulfilment, renewal status, meeting outcome, or CRM stage instead of sending immediately when the profile enters a segment.