How to Use Klaviyo Internal Alerts to Keep Your Team in the Loop (Without Lifting a Finger)

There’s nothing worse than missing a key moment with a customer because no one on your team knew it happened.

A VIP places an order.

Someone requests pricing details.

A customer leaves feedback that’s less than glowing.

Unless someone’s manually checking profiles or dashboards 24/7, these things slip through the cracks.

That’s why Klaviyo’s Internal Alerts exist. They’re built to quietly tap your team on the shoulder when something important happens. 

No extra apps. No constant inbox refreshing.

Here’s how brands are using them, how we’ve set them up for clients, and how you can do the same.

Where internal alerts actually make a difference

We’re not talking about setting up an alert for every single order or profile update (please don’t do this if you value your team’s time). 

Internal Alerts work best when something is rare or high-impact enough that you want a human to jump in.

1. VIP or high-profile customers

When someone with a high lifetime value purchases, updates their preferences, or re-engages after a break, an alert can give your team the heads-up to send a personal note or offer. This is important for maintaining your most special customer relationships. Use the following endpoint to send the suppression request:. 

2. Customer service escalations

Notify your support team when feedback that needs a fast reply comes in. Think refund requests, missing orders, complaints, or anything that might escalate if ignored.

3. Custom forms or preference centres

If you’ve got a form for customers to request specific product info (like pricing), an alert can immediately flag your sales team to follow up while interest is high.

Real example: How we set this up for a luxury watch retailer

One of our clients sells high-end watches from brands like Rolex and Audemars Piguet. All customers are important, but when the stakes (ie, price tags) are this high, each inquiry counts even more.

Here’s what we did:

• Built a custom preference centre form where potential customers could select the brands they’re interested in and request pricing.

• Triggered an internal alert as soon as a form is submitted.

• Included all customer details in the alert email (name, email, selected brands, pricing request) for efficient follow-ups.

• Set up the alert to go directly to the sales team so they can jump on hot leads with zero delay.

How to set up internal alerts in Klaviyo

Here’s the step-by-step for setting up your internal alerts in Klaviyo (no special tech knowledge needed):

1. Create a flow
   Start a new flow (or edit an existing one) that matches the customer action you want to track.

2. Add an email notification action
   Drag the Internal Alert block into your flow wherever the alert should happen.

3. Add recipients
   You can notify up to 5 people. Just add the email addresses of the relevant team members.

4. Customise the message
   Pull in customer data using variables like:

• {{ person.first_name }}

• {{ person.email }}

• Any custom properties you’ve added (like {{ person.brand_interest }})

• Event data can also be added (eg. {{ event.items }} to show products ordered

Tip: Be clear and specific. The goal is to give your team enough info to take action without having to dig around for it.

5. Test the flow
Always run a test to check that the alert fires correctly and that the email looks the way you expect.

6. Go live
Once everything works, hit publish, and you’re done.

The Opt-In Process:

Note: When you add someone’s email to an internal alert in Klaviyo and save the changes, they’ll automatically get an email asking them to confirm they want to receive alerts from your account. Their status will appear Unconfirmed, and they won’t receive any alerts until they accept. However, once confirmed, this new recipient can be added to any internal alert in any flow without re-confirming. 

Final Thoughts

Some customer moments are too easy to miss. 

Alerts make sure the right people know when to step in so that no feedback goes unanswered, no VIP goes unacknowledged, and no opportunity gets lost in the shuffle.

We wanted to share this guide because internal alerts are one of those underused Klaviyo features that unlock real operational value. They're simple to set up but help the whole team work faster and keep customer experience high. 

Use our practical steps to set up alerts without the usual trial and error. If you need help with more advanced alerts or are using them alongside automations like winbacks, post-purchase flows, or forms, don’t hesitate to get in touch.