Ramsys ↔ Klaviyo Integration Overview

Ramsys integrates with Klaviyo using the Profile Import API. This ensures that customer data maintained in Ramsys is synced into Klaviyo in near real-time, either by creating new profiles or updating existing ones.

• New members → Subscribed and added to the Ramsys list in Klaviyo.
• Existing members → Updated with the latest details, but not re-subscribed or added to any list.

Purpose of the Integration

• Ensure every member created in Ramsys also exists as a Klaviyo profile.
• Prevent duplicate or “ghost” records by storing the Klaviyo profile ID (UID) back in Ramsys.
• Provide Ramsys data (e.g. originating store, membership number, contact preferences and API Source) as custom properties for Klaviyo segmentation and automation.
• Manage subscription logic consistently so only true new signups are added to Klaviyo lists.

Data Flow

A new member is created in the Ramsys Sales screen.

1. Profile creation – For each member record, Ramsys prepares the following attributes:
• Required:
• email
• first_name / last_name
• external_id (Ramsys club number)
• Optional:
• Phone number (validated and formatted as +64 for NZ)
• Address details (address1, address2, city, postcode, country)
• Custom properties (Store, APISource)
2. API call – Ramsys sends this profile data to Klaviyo with the correct API key and headers.
3. Response handling:
• On success  → Klaviyo data.id is stored in Ramsys UID.
• On error → The Klaviyo response is logged for diagnosis.

Key Benefits for Klaviyo Users

• Clean profiles – Ramsys always provides the same external_id, preventing duplicates.
• Up-to-date attributes – Contact information and addresses stay in sync automatically.
• Custom properties for segmentation – Use Store and APISource to filter audiences or trigger flows by store location or source system.
• Controlled subscription logic – Only true new members are subscribed, avoiding historic members being misclassified as new signups.