Email marketing has long been one of the most effective digital channels for building relationships, increasing conversions, and driving long-term revenue. Klaviyo, as one of the top email marketing platforms, is designed to help businesses create automated flows, manage customer data, and send impactful emails that perform.
But while Klaviyo is a powerful tool, managing it effectively often requires an expert touch. That is where a digital agency or freelance email marketer comes in. If you are working with a professional, one of the first steps is to give them access to your Klaviyo account.
The good news? You do not need to hand over passwords. Klaviyo has a robust user management system that lets you share access securely and professionally.
In this article, we will walk you through everything you need to know about giving an agency access to your Klaviyo account the right way.
Why Give an Agency Access in the First Place?
Collaborating with an agency can unlock your email marketing potential. But to build automation workflows, segment your customer base, or create high-converting campaigns, your agency needs access to your Klaviyo backend.
Here is why:
- They can review your data structure and flows
- They can analyse past campaigns and optimise future ones
- They can design and send emails on your behalf
- They can A/B test, segment, and target your lists
- They can integrate Klaviyo with Shopify, WooCommerce or your CRM
Giving access means they can get to work immediately, without risky workarounds like screen sharing or shared logins.
Step 1: Check That You Have the Right Role
To grant access to others, you must be the Owner or an Admin in your Klaviyo account. If you are unsure of your role:
- Log in to your Klaviyo account at klaviyo.com
- Click your name at the bottom left corner
- Select Account
- Navigate to Settings > Users
If you see the list of users and can invite others, you are ready to proceed. If not, contact your account owner.
Step 2: Understand Klaviyo’s User Roles
Klaviyo offers four levels of user roles:
- Owner: Has full access and can manage billing, integrations, and users
- Admin: Can do everything except manage billing and transfer ownership
- Manager: Can create and send campaigns and flows, but cannot manage users
- Analyst: Can view data and reports, but cannot edit anything
When inviting an agency, you typically assign them the Manager or Admin role depending on the scope of their work.
If they are simply reviewing your performance or advising on strategy, Analyst may be enough. If they will be executing campaigns, go with Manager or Admin.
Step 3: Invite the Agency to Your Account
Once you are clear on their role, it is time to invite them. Follow these steps:
- Log in to your Klaviyo account
- Click your name on the bottom left and go to Account
- Under Settings, click Users
- Click Add User
- Enter the agency contact’s email address
- Select the appropriate role
- Click Send Invite
That is it. The agency contact will receive an invitation via email. Once they accept, they will have access to your account based on the permissions you assigned.
Always double check the email address before sending the invite. You want to be sure the access lands in the right inbox.
Step 4: Set Boundaries and Expectations
Giving access is not just a technical step, it is also about communication. Make sure you are clear on:
- What you want them to work on
- Which campaigns or flows they should manage
- Any seasonal promotions or products to highlight
- Timeframes for reporting and delivery
- KPIs they are responsible for
Setting this up early avoids confusion later on.
Step 5: Use Custom Tags or Naming Conventions
Once your agency has access, things can move quickly. To keep things organised:
- Use naming conventions for your flows (e.g. “Welcome Series - June 2025”)
- Label segments clearly (e.g. “VIP Customers - Australia”)
- Tag campaigns by agency if needed
This keeps your account clean and makes it easier to distinguish between in-house and agency work.
Step 6: Monitor Activity in Your Account
You can view activity within your account under Account > Settings > Users. From here, you can:
- See who last logged in
- Revoke access if needed
- Resend invites
- Change roles
Regularly reviewing user access is good practice, especially if you are working with multiple partners.
Step 7: Revoke Access When the Work is Done
If your agency relationship ends or the project wraps up, do not forget to remove access.
- Go to Account > Settings > Users
- Find the user’s email
- Click the dropdown arrow beside their name
- Select Remove Access
It is quick and ensures your data remains secure.
What Not to Do When Granting Access
Avoid these common mistakes:
Sharing Your Login Details
Never send your email and password to anyone, not even your most trusted contractor. This compromises your account and can violate Klaviyo’s terms of use.
Giving Admin Access by Default
Only assign Admin roles if it is necessary. If your agency is not managing billing, integrations or account-wide settings, stick with Manager.
Ignoring Access Reviews
You should regularly check which users have access to your Klaviyo account. Remove access as soon as it is no longer needed.
How to Work Seamlessly with Your Email Marketing Agency
Now that access is sorted, let us talk about collaboration. Working with an email marketing specialist can produce excellent results, but only if you are aligned. Here are some tips:
Share Your Brand Guidelines
Agencies need to understand your voice, style and values. Provide them with:
- Logo files
- Brand colours and fonts
- Tone of voice guide
- Past successful emails
Give Them Context
Explain your audience, customer journey, and pain points. The more they know, the better they can target.
Use Shared Documents or Project Tools
A Google Doc, Notion board or Trello board can help manage ideas, deadlines, and copy drafts collaboratively.
Set Review Processes
Agree on how many rounds of revisions are expected. Avoid endless back-and-forth by setting realistic feedback timelines.
Still Not Sure Where to Start?
Managing email marketing can be overwhelming, especially when automation, segmentation and reporting come into play.
That is where we come in. At Cemoh, we connect you with top-tier, vetted email marketers and agencies who understand Klaviyo inside out. Whether you need someone to design your first welcome series or overhaul your abandoned cart strategy, we can help. Let your email list work harder for you. Hire an email marketer today and take your email campaigns to the next level.