Emailing applicants your decision

Approving or denying an application in Wholesale GOAT doesn't email the applicant on its own. Instead, the app sends the decision — and the reason you wrote — to Klaviyo, where you build the actual email in your own template with your own branding.

That way the email looks like it came from you rather than from an app, and you keep full control over the wording.

What you need

1. Connect Klaviyo — this is what carries the decision out of the app
2. A flow in Klaviyo for each decision you want to email about

Setting your application page URL

So your emails can link a denied applicant back to your form, tell the app where that form lives.

1. In the Shopify admin, open Wholesale GOAT → Settings
2. Under Applications, fill in Application page URL — for example https://yourstore.com/pages/wholesale
3. Click Save

This is optional. If you leave it blank, just type the link into your Klaviyo template by hand instead.

Building the flows

In Klaviyo, create a flow triggered by one of these metrics:

Each of those carries two things worth putting in the email:

• {{ event.reason }} — the reason you typed when you set the status
• {{ event.reapply_url }} — your application page URL from Settings

So a "needs info" email might read:

Thanks for applying to our wholesale program. Before we can approve your account, we need one more thing:

{{ event.reason }}

You can send that through here: {{ event.reapply_url }}

The Klaviyo page in the app lists every variable available on each metric, so you can copy the exact names out of it.

Personalising the greeting

An applicant's first name isn't guaranteed. Only email and phone are required on an application, so if someone skipped the name field, a greeting built on {{ person.first_name }} comes out blank.

Either give it a fallback in Klaviyo, or turn on auto-create customer from form submission so names reach Klaviyo reliably.

A note on consent

These are transactional emails. Someone asked you for a wholesale account, so telling them the outcome is a service message, not marketing. Mark those flow messages as transactional in Klaviyo and they'll send regardless of subscription status.

Asking twice

If you set an application to Needs info more than once — say the certificate they sent had expired — each request sends its own email. You won't be silently blocked from chasing someone a second time.

Approval and denial emails send once per application, so re-saving an application you already decided won't email them again.

Troubleshooting

• The metric isn't in Klaviyo's dropdown: metrics only appear after they've fired at least once. Set a test application to that status to make it show up.
• Nothing arrived: check the Recent activity table on the Klaviyo page in the app. It shows whether the event reached Klaviyo, which separates an app problem from a flow problem.
• The reason is blank in the email: the reason box is optional, and an application decided before you started writing reasons won't have one.

Need help?

Reach out at hello@conspireagency.com and we'll help you get your flows set up.