Switching Klaviyo Agencies: How to Change Teams Without Losing Flows, Data or Revenue

Who owns your Klaviyo account when you leave an agency?

The Owner on the account owns it, and that should be someone at your company. Klaviyo allows 1 Owner per account^[1], and only the current Owner can hand that role to someone else. When the Owner role moves, the former Owner automatically becomes an Admin, according to Klaviyo's help article on transferring account ownership.

This is the first thing to check, because it decides how hard the rest of the switch will be. Open Settings, then Users, and look at who holds the Owner role.

Ask for the transfer while the relationship is still cooperative. An agency that has been told it is being replaced has less reason to answer quickly.

What should you collect from the old agency before you switch?

Use the agency switching worksheet to record owners, access, live messages and handover tasks as you work through this guide.

Collect a written record of everything that runs in the account and the reasoning behind it. The flows, templates and segments stay in your account when the agency leaves. What leaves with them is the knowledge of why each one is set up the way it is.

Ask for these items before the notice period ends:

1. A flow inventory. Every live flow, its trigger, its filters, the number of messages and any discount codes it sends.
2. Segment definitions. The segments that campaigns send to, and which ones suppress unengaged or recently purchased profiles.
3. Sending domain and DNS records. Which domain is authenticated, and who controls the DNS where those records live.
4. Integrations. The apps connected to Klaviyo, such as reviews, loyalty or SMS tools, and whose login each one uses.
5. The campaign calendar. What is scheduled for the next few weeks, so nothing goes out twice or not at all.
6. Reporting history. The monthly reports they sent you, so the new team can compare against the same baseline.

If the old agency built anything outside your account, such as templates in a design tool or a shared drive of copy, ask for those files too.

Should you turn off the old agency's flows?

No. Keep every flow that is sending today live until its replacement is built, tested and performing better. Switching off a welcome or abandoned cart flow on the day the old agency leaves creates a gap where those messages stop.

Huge Win Media works this way with every new client: existing flows stay live until the new ones outperform them. In its published rollout, the first rebuilt flow goes live in weeks 2^[2] to 4^[2], so for that period the old and new versions overlap. The new team should then compare them on the same measure, such as revenue per recipient, before retiring the old one.

The same rule applies to campaigns. Let the old agency finish what is already scheduled, or have the new team take over a specific date, but agree on one owner for each send.

How do you give the new agency access safely?

Give each person at the new agency their own user login with a role that fits the work. Do not share the Owner's password. Klaviyo's static user roles reference lists roles such as Admin, Manager and Analyst, and among those roles only Owners and Admins can add new users.

This order covers the access side of a switch:

1. Add the new agency's users before the old agency's access is removed.
2. Remove the old agency's users on the agreed end date.
3. Check whether any integration or API key was created under an old agency login, and replace it.
4. Confirm that billing notifications go to someone at your company.

Huge Win Media builds, schedules and sends every email inside the client's own account, so nothing it builds sits in an account you do not control. Ask any new agency the same question: where does the work live, and who holds the login?

When is the right time to switch?

Switch when you have a few quiet weeks ahead, and avoid the weeks just before your biggest sales period. A new team needs time to audit the account, rebuild the first flows and learn your brand before it runs a peak-season calendar.

In Huge Win Media's rollout, week 1^[3] is the audit, the first flows follow in week 2^[3], and campaigns start in week 3^[3]. Count backwards from your next major sale with that kind of timeline in mind.

If you are already close to a peak, the article on hiring a Klaviyo agency before Black Friday covers what can realistically ship in a short window.

What should the new contract say about leaving?

The new contract should make the next switch easier than this one. Check three things before you sign: the minimum term, the notice period, and a written statement that your company owns the account, the templates and the data.

Huge Win Media's monthly plans have no minimum term, and its first flow design carries a 7-day^[4] money-back guarantee. Other agencies set different terms, and a longer commitment can be reasonable if the price reflects it. Know the exit before you need it. For the full list of questions, see how to vet a Klaviyo agency.

When is switching agencies the wrong move?

Switching is the wrong move when the problem would follow you to the next team. Some problems do not come from the agency:

• Slow approvals. If emails wait days for sign-off on your side, a new agency will hit the same wait.
• No clear offer calendar. Without planned promotions and launches, any team ends up guessing what to send.
• Unrealistic targets. If the expectation is a revenue figure nobody tied to list size and traffic, a new team will miss it too.
• A working program in a quiet stretch. Fewer sales in a slow month can be seasonality, not bad work.

In those cases, fix the inside problem first, or ask the current agency for a plan to address it. A switch costs weeks of audit and rebuild time with any team, including Huge Win Media.

Common questions

Can you transfer ownership of a Klaviyo account?

Yes, but only the current Owner can do it. They add the new person as a user, then change that user's role to Owner under Settings and Users. The former Owner becomes an Admin automatically. If the Owner has left and nobody can reach that login, Klaviyo support runs a verification process before it can help. Ask for the transfer early, while the old agency is still cooperative.

Will I lose my Klaviyo data if I fire my agency?

Not if the account is in your name. Profiles, lists, segments, flows, templates and reporting history stay in the Klaviyo account when an agency's users are removed. What you can lose is the reasoning behind the setup, so ask for a written flow and segment inventory before the agency leaves. If the agency owns the account, settle ownership first, before you give notice.

How long does it take to switch Klaviyo agencies?

The handover itself can take a few days: access, documents and the calendar. The rebuild takes longer. At Huge Win Media the first rebuilt flow goes live in weeks 2^[2] to 4^[2] of the rollout, and the full flow build takes 2^[2] to 3 months^[2]. Keep the old flows sending through that whole period, so revenue continues while the new versions are tested.

Should the old and new agency overlap?

A short overlap helps. Ask the old agency to finish the campaigns already scheduled, and give the new team access a week or so before the old team's access ends. Agree in writing who owns each send during that period, so nothing goes out twice. Flows can overlap longer, because the old versions keep running until the new ones prove better.

Get a second opinion before you switch

If you are not sure whether the problem is the agency or the program, an audit answers that first. Book a free Klaviyo audit and we will tell you what is working, what is broken, and whether a switch would fix it. For what the first weeks with a new team look like, see the first month with a Klaviyo agency.