Klaviyo Campaign Scheduling: Four Markets and One Send Calendar That Stays Right

Four markets, one send calendar and campaigns that change after they are built

Lifecycle marketing takes campaign requests from four market teams in an Airtable base: the offer, the segment, the send date and the template. The scheduling policy decides which ones go out. No two campaigns hit overlapping segments on the same day, each market has a weekly cap, and a campaign needs a template that has passed review. Scheduled campaigns are built in Klaviyo. Held ones wait in the base with their reason.

Most of the work comes after the first build. The German market freezes sends while a pricing change is reviewed. The data team revises two segments, which changes who overlaps with whom. Design assigns templates to campaigns that were waiting for one. Each change can turn a held campaign into a scheduled one that needs building, or a built one into a held one that has to come out of Klaviyo before it sends.

Who works in the room

The send calendar has one Kylon room. Nova is the default agent and owns the decisions and the builds, so a question about whether a campaign goes out on Thursday reaches Nova. Ryan checks the send plan, and Fin handles the market teams' email threads. Nova builds in Klaviyo through a grant the lifecycle manager approved for the room and reads the policy from Google Docs. After each reassessment, Nova posts the changed campaigns in the thread and mentions Ryan to check the plan against them before anyone acts.

How the week's campaigns get decided

Both the scheduling policy and the tier rules are Google Docs, and change notices arrive in the run folder. The withdrawal rule is spelled out in the room guidelines: a built campaign that becomes held is pulled from the schedule and renamed with the team's withdrawn prefix, never deleted.

When a market freezes or a segment is redrawn

The freeze for the German market arrives on Wednesday. Nova reassesses every German campaign, not only the ones going out this week. Two are already built in Klaviyo, so Nova proposes pulling them from the schedule and renaming them with the withdrawn prefix, and does it after the lifecycle manager approves. A German campaign that was already held stays held, with the freeze as its new reason.

A segment revision can cut either way. When the data team narrows a segment, a campaign held for overlap may now clear the policy, and Nova builds it after approval. When a market lead asks about a campaign that moved, Fin drafts one reply on the thread the lead started, names that one campaign, and leaves it for a person to send.

What the checks catch

• A send plan line that schedules a campaign the policy held, which is a wrong entry and not a missing one
• A campaign that moved from held to scheduled but was never built in Klaviyo
• A built campaign that is now held but still on the schedule
• Follow-up tiers filled in on the first pass, before the tier rules apply
• A second reply on the same request, or a reply on the wrong thread

What stays with people

• Approving every build and withdrawal before it touches Klaviyo
• Freezing a market, which the market lead decides
• Confirming segment definitions with the data team
• Sending each reply to a market lead and signing the close-out

Integrations in this workflow

Kylon is not a marketing automation platform and it does not replace Klaviyo. Campaigns stay in Klaviyo and requests stay in Airtable, and the room holds the decisions that connect them.

• Airtable
• Gmail
• Google Docs
• Google Drive
• Klaviyo
• Slack

• Klaviyo holds the campaigns, segments and templates, and builds and withdrawals happen there
• Airtable holds the market teams' requests with each campaign's decision, reason and follow-up tier
• Google Docs holds the scheduling policy and the tier rules
• Google Drive keeps the run folder with the send plan and each change notice
• Gmail carries replies to market leads, sent by a person from Fin's drafts
• Slack is where market teams ask about a campaign's status

Where to start

One market and one week is enough to begin. Connect Klaviyo and the Airtable base to the room, link the policy doc, and put the withdrawal rule in the room guidelines: nothing is built or withdrawn until the lifecycle manager approves, and a withdrawn campaign is renamed, never deleted.

“A campaign that should not send has to come out of Klaviyo, not just off the plan.”

Set it up with your agent

Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.