How to Automate Keap with Zapier
Zapier lets you connect Keap to hundreds of apps so you can automate contact management, follow-ups, and internal workflows without writing code. This step-by-step guide walks you through how to use Zapier with Keap based on real automation ideas from the official tutorial.
By the end, you will know how to:
- Connect Keap and Zapier
- Create your first zap
- Automate lead capture, follow-ups, and task management
- Customize and test your automations safely
What You Need Before You Start with Zapier
Before you build your first automation, make sure you have access to everything you need so Zapier can connect smoothly to Keap.
- An active Keap account with admin or integration permissions
- A Zapier account (free or paid)
- Login credentials for any other apps you plan to connect, like form tools or email platforms
- Basic understanding of your current Keap workflows
It helps to outline what you want to automate first, so you only build zaps that support clear business goals, like faster follow-up or cleaner contact records.
How to Connect Keap to Zapier
To start using Keap with Zapier, you first need to connect the two accounts so data can flow between them securely.
- Sign in to Zapier
Log in to your Zapier account. If you do not have one yet, create a free account.
- Search for the Keap app
In your Zapier dashboard, use the app search bar and type “Keap,” then select the Keap integration.
- Connect a new account
Click the option to connect a new Keap account. Zapier will open a secure window asking you to log in to Keap (if you are not already logged in).
- Authorize access
Review the permissions requested. Approve the connection so Keap can send and receive data through Zapier.
Once connected, you can reuse this Keap account in any zap without repeating the authorization step.
Building Your First Keap Zap in Zapier
A zap is an automated workflow that uses a trigger and one or more actions. When a trigger event happens in one app, Zapier performs the configured actions in Keap or other apps.
Step 1: Choose a Keap Zapier Template or Start from Scratch
You can browse pre-built workflows or start with a blank zap in Zapier.
- Use a template: Templates help you launch common Keap workflows quickly, like adding new leads or sending follow-up messages.
- Start from scratch: If your process is unique, create a new zap and define your own trigger and actions.
The official tutorial at zapier.com showcases ideas like syncing form submissions and tracking new leads automatically.
Step 2: Set the Trigger App in Zapier
The trigger is the event that starts your automation. It might happen in Keap or in another app, depending on the workflow.
Typical trigger examples:
- New contact created in Keap
- New form submission in a web form tool
- New deal or opportunity created
- New appointment booked through a scheduling app
In the Zapier editor:
- Select the trigger app (Keap or another tool).
- Choose the trigger event (for example, “New Contact”).
- Connect the app account if needed.
- Test the trigger to pull in recent sample data.
Step 3: Add Keap Actions in Zapier
After the trigger, add one or more actions that run in Keap or in other tools connected by Zapier.
Common Keap actions include:
- Create or update a contact
- Add a tag to a contact
- Create a note or task
- Add a contact to a campaign
- Create an invoice or purchase record
In the zap editor:
- Click + Add action.
- Search for and select Keap.
- Choose the appropriate action event.
- Map the fields from your trigger data to Keap fields (like first name, last name, email, tags).
- Test the action to make sure data arrives correctly in Keap.
Popular Keap Automations You Can Build with Zapier
Using examples from the Keap automation tutorial, you can design workflows that save time and improve follow-up. Below are common patterns that work well with Zapier.
Automatic Lead Capture into Keap with Zapier
Turn new leads from forms or landing pages into structured Keap contacts automatically.
- Trigger: New form submission from your form builder or website.
- Action: Create or update a contact in Keap.
- Optional action: Add a tag to identify the source, such as “Lead – Website Form.”
This automation ensures you never have to retype contact information. You can find similar inspiration in the source tutorial at this Zapier Keap guide.
Instant Follow-Up Workflows Using Zapier
Once a contact is created, you can trigger follow-up tasks or campaign steps automatically.
- Add a task for a sales rep when a new lead is tagged as high value.
- Automatically subscribe the new contact to a specific nurture sequence in Keap.
- Send a confirmation email from another email tool when the contact is created.
Zapier lets you chain multiple actions, so you can both record data in Keap and notify your team in tools like chat or project management platforms.
Syncing Keap with Other Business Apps via Zapier
You can keep customer information aligned across your full tech stack using multi-step zaps.
Examples of multi-app workflows:
- When a new payment is recorded, update the contact in Keap and log the transaction in a spreadsheet.
- When a deal moves to a new stage in Keap, notify a channel in your team chat app.
- When a booking is made in a scheduling tool, create or update the client in Keap and add an appointment note.
These workflows help maintain a single source of truth for contacts and activities while Zapier manages the background data sync.
Best Practices for Reliable Keap Zaps in Zapier
To keep automations stable as your business grows, follow these best practices when working with Keap and Zapier.
Use Clear Naming for Zaps
Give each zap a descriptive name that includes the main apps and purpose, such as “Form to Keap: New Lead + Tag.” This makes maintenance easier later.
Test with Sample Records
Before you turn a zap on, run tests with sample contacts. Confirm that:
- All required Keap fields are mapped.
- Tags and campaigns are applied correctly.
- No duplicate contacts are created unintentionally.
Monitor Zap History in Zapier
Zapier records every run of your zaps. Check this history regularly to catch issues like missing fields or permission errors.
- Look for errors or failed tasks.
- Re-test steps after changing Keap fields or tags.
- Pause zaps that are no longer needed to avoid clutter.
Keep Keap Clean and Organized
Automations are easier to maintain when your CRM structure is clear.
- Standardize tags and naming conventions.
- Use consistent field formats for email, phone, and addresses.
- Document which zaps touch sensitive or critical data.
When to Get Extra Help with Zapier and Keap
If you are planning advanced, multi-step workflows or complex data routing, consider working with automation specialists who understand both Keap and Zapier deeply.
Professional consultants, like the team at Consultevo, can help you design scalable workflows, keep data consistent across apps, and audit existing zaps for performance and reliability.
Next Steps: Put Zapier Automations into Action
To recap, you have learned how to:
- Connect Keap to Zapier securely
- Build zaps using triggers and actions
- Automate lead capture, follow-up, and app syncing
- Follow best practices for reliable workflows
Your next step is to choose one simple process—like capturing new leads from a form—and build a focused zap around it. Once that is running smoothly, expand with more Zapier workflows that tie Keap into the rest of your tools.
Use the official tutorial at Zapier’s Keap automation guide as inspiration, then tailor each zap to match your exact business processes.
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