DQ Ventures

    Interview Status Sync

    Keeping founder interview statuses perfectly up to date between Klaviyo and Folk CRM.

    Problem Statement

    DQ Ventures tracks thousands of founders through a multi-step pipeline. When a founder gets marked as “Invited to Interview” inside Klaviyo, the operations team had to manually update the corresponding record inside Folk CRM. This created constant issues: Interview statuses weren’t updated on time, Founders appeared in the wrong pipeline stage, Delayed follow-ups from GP Leads, Duplicate manual work across tools, Inconsistencies during founder reviews, Human errors leading to founders slipping through the cracks. The leadership team needed a way to guarantee that interview-ready founders were always visible and correctly tagged inside Folk.

    The Solution

    Automation Overview

    We built a workflow that listens for status updates inside Klaviyo. Whenever a founder’s status changes to “Invited to Interview”, the system instantly finds the matching founder inside Folk CRM and updates their stage automatically. No delays. No manual syncing. No risk of missing founders.

    Klaviyo Real-Time Status Trigger

    As soon as a founder’s profile is updated, the workflow is triggered instantly. No polling delays or manual exports.

    Accurate Founder Identification

    The Klaviyo profile contains key identifying information—primarily email. The workflow uses this to: Look up the founder in Folk, Confirm an exact match, Ensure no duplicates or incorrect joins.

    Automatic CRM Status Update

    Once the founder is found, the system updates their status to: “Invited to Interview.” This ensures the founder appears correctly in: Pipeline views, Partner dashboards, Interview scheduling workflows, Reporting panels.

    Full Reliability Logic

    If anything is missing (email, CRM match, permissions), the workflow stops safely without corrupting the CRM.

    Consistent Cross-Platform Sync

    Folk CRM instantly reflects all interview invites coming from Klaviyo campaigns, application flows, and nurture sequences.

    Integrations & Connected Systems

    Klaviyo API – Detects event/status changes; Folk CRM API – Updates founder stage; n8n – Logic, validation, matching, and error handling; Email lookup + filters – Ensures perfect founder matching. Everything runs invisibly in the background and stays synced.

    Smart Logic & Reliability

    • Prevents duplicate CRM updates
    • Validates founder before updating
    • Error-safe stopping for missing fields
    • Ensures no incorrect status assignments
    • Logs edge cases to maintain clean data
    • The system guarantees accuracy with zero manual involvement

    Before

    Teams manually sorted through Klaviyo lists, updated Folk by hand, and often missed founders.

    After

    Every founder marked as “Invited to Interview” is synced immediately to Folk CRM with perfect accuracy.

    Tools Used

    n8n
    Klaviyo API
    Folk CRM API
    Conditional logic + validation
    Custom email-based matching

    Our Process

    1

    Discover

    Understood gaps between Klaviyo and Folk status syncing.

    2

    Design

    Mapped a clean cross-system update flow.

    3

    Build

    Built a trigger-based workflow that reacts instantly to Klaviyo updates.

    4

    Integrate

    Connected Klaviyo profiles to Folk CRM records with email-matching logic.

    5

    Deploy

    Tested multiple edge cases, duplicate profiles, and incorrect data structures.

    Business Impact

    Zero missed interview-invite founders

    Clean, synchronized pipeline across teams

    No manual CRM updates

    Faster founder processing

    More reliable data for partners

    Improved operational efficiency

    A fully automated, always-accurate system

    "The Interview Status Sync workflow ensures that DQ Ventures’ founder pipeline is always aligned between Klaviyo and Folk CRM. Every interview-ready founder is updated in real time, giving GP Leads and operations teams a reliable source of truth."

    Want a system like this for your business?

    Let’s build it.