How to Use Keap: Setup Sales Pipeline in Minutes in 2026

by Fahim Joharder | Last updated Mar 6, 2026

Quick Start

This guide covers every Keap feature:

Getting Started — Create account and basic setup
How to Use Automation Builder — Build automated workflows without code
How to Use CRM — Manage all contacts in one place
How to Use Email & Text — Send targeted messages automatically
How to Use Landing Pages — Capture leads with custom pages
How to Use Sales Pipeline — Track deals from start to close
How to Use Lead Management & Tracking — Score and prioritize your best leads
How to Use Keap AI — Create content and automations faster
How to Use Email Marketing — Design and send broadcast campaigns
How to Use Pipeline Management — Visualize your entire sales process

Time needed: 5 minutes per feature

Also in this guide: Pro Tips | Common Mistakes | Troubleshooting | Pricing | Alternatives

Why Trust This Guide

I’ve used Keap for over two years and tested every feature covered here. This how to use keap tutorial comes from real hands-on experience — not marketing fluff or vendor screenshots.

Keap is one of the most powerful CRM and automation tools available today.

But most users only scratch the surface of what it can do.

This guide shows you how to use every major feature.

Step by step, with screenshots and pro tips.

Keap Tutorial

This complete Keap tutorial walks you through every feature step by step, from initial setup to advanced tips that will make you a power user.

Keap

Automate your sales and marketing in one platform. Keap combines CRM, email marketing, and automation to help small businesses close more deals. Start your 14-day free trial — no credit card required.

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Getting Started with Keap

Before using any feature, complete this one-time setup.

It takes about 3 minutes.

Now let’s walk through each step.

Step 1: Create Your Account

Go to Keap’s website and click “Start Free Trial.”

Enter your business email and create a password.

Use a business email — free email providers may limit features.

✓ Checkpoint: Check your inbox for a confirmation email.

Step 2: Complete Your Business Profile

Fill in your business name, industry, and phone number.

Keap uses this info to customize your dashboard and templates.

Here’s what the onboarding screen looks like:

✓ Checkpoint: You should see the main dashboard with your business name.

Step 3: Import Your Contacts

Click “Contacts” in the left menu, then “Import Contacts.”

Upload a CSV file or connect your email provider.

Clean your list before importing — remove duplicates and invalid emails.

✅ Done: You’re ready to use any feature below.

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How to Use Keap Automation Builder

Automation Builder lets you create “when-then” workflows that run without manual effort.

Here’s how to use it step by step.

Watch Automation Builder in action:

Now let’s break down each step.

Step 1: Open the Automation Builder

Go to “Automations” in the left sidebar menu.

Click “Create Automation” in the top right corner.

Choose a pre-built template or start from scratch.

Step 2: Set Your Trigger and Actions

Pick a trigger like “Form Submitted” or “Tag Applied.”

Then add actions such as “Send Email” or “Create Task.”

Drag and drop elements to build your workflow visually.

✓ Checkpoint: You should see a connected sequence of triggers and actions.

Step 3: Activate Your Automation

Review your workflow by clicking “Preview.”

Toggle the automation to “Active” when you’re ready.

Test it by triggering the first action with a test contact.

✅ Result: Your automation now runs on autopilot for every new contact.

💡 Pro Tip: Start with Keap’s Welcome Campaign template — it’s the fastest way to nurture new leads automatically.

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How to Use Keap CRM

CRM lets you store all lead and customer info in one place for a 360-degree view.

Here’s how to use it step by step.

Watch CRM in action:

Now let’s break down each step.

Step 1: Add a New Contact

Click “Contacts” then the “+” button in the top right.

Enter their name, email, phone number, and company.

Add custom fields for any extra details you need to track.

Step 2: Apply Tags and Segments

Open any contact record and click “Add Tag.”

Use tags like “Lead,” “Customer,” or “VIP” to organize contacts.

Tags let you send targeted messages to the right people.

✓ Checkpoint: Your contact should show the applied tags on their profile.

Step 3: View Contact Activity

Click any contact to see their full history.

You’ll see emails opened, forms submitted, and purchases made.

Use this data to personalize your next outreach.

✅ Result: You now have a complete view of every contact in your database.

💡 Pro Tip: Create a tagging strategy before importing contacts — it saves hours of cleanup later.

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How to Use Keap Email & Text

Email & Text lets you send one-on-one messages and automated sequences to contacts.

Here’s how to use it step by step.

Watch Email & Text in action:

Now let’s break down each step.

Step 1: Open the Messaging Dashboard

Go to “Communications” in the left sidebar.

Select “Email & Text” from the dropdown menu.

You’ll see all recent conversations in one inbox.

Step 2: Compose and Send a Message

Click “New Message” and select a contact.

Choose email or text, then write your message.

Use saved templates to speed up common replies.

✓ Checkpoint: You should see the sent message in the contact’s timeline.

Step 3: Create a Task from a Message

Click the task icon on any message to create a follow-up task.

Set a due date and assign it to yourself or a team member.

This ensures no customer request falls through the cracks.

✅ Result: You can now message contacts and track follow-ups from one screen.

💡 Pro Tip: Set up DKIM authentication before sending emails — it’s required and improves deliverability.

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How to Use Keap Landing Pages

Landing Pages lets you capture leads with custom web forms and pages.

Here’s how to use it step by step.

Watch Landing Pages in action:

Now let’s break down each step.

Step 1: Choose a Landing Page Template

Go to “Marketing” and click “Landing Pages.”

Browse the template library and pick one that fits your goal.

Templates include lead capture, webinar signup, and checkout pages.

Step 2: Customize Your Page

Use the drag-and-drop editor to change text, images, and colors.

Add a form that captures the exact fields you need.

Connect the form to a tag or automation for instant follow-up.

✓ Checkpoint: Preview your page on both desktop and mobile views.

Click “Publish” to make your page live.

Copy the URL and share it in emails, ads, or social media.

Embed the form on your website for even more lead captures.

✅ Result: Your landing page is live and capturing leads into Keap automatically.

💡 Pro Tip: Connect every landing page form to a Welcome Campaign automation — it turns new leads into warm prospects instantly.

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How to Use Keap Sales Pipeline

Sales Pipeline lets you track every deal from first contact to closed sale.

Here’s how to use it step by step.

Watch Sales Pipeline in action:

Now let’s break down each step.

Step 1: Set Up Your Pipeline Stages

Go to “Sales” and click “Pipeline.”

Name your pipeline and add stages like “New Lead,” “Proposal Sent,” and “Won.”

Customize stage names to match your actual sales process.

Step 2: Add Deals to the Pipeline

Click “Add Deal” and link it to an existing contact.

Enter the deal value, expected close date, and notes.

Drag deals between stages as they progress.

✓ Checkpoint: You should see your deals organized in a Kanban-style board.

Step 3: Automate Pipeline Actions

Set up automations that trigger when deals move between stages.

For example, send a follow-up email when a deal enters “Proposal Sent.”

This removes manual work and speeds up your sales cycle.

✅ Result: Every deal is tracked visually and moves forward with automated nudges.

💡 Pro Tip: Moving a deal to a new stage can trigger tasks, emails, and tags automatically — set this up to save hours each week.

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How to Use Keap Lead Management & Tracking

Lead Management & Tracking lets you score, sort, and prioritize your hottest leads.

Here’s how to use it step by step.

Watch Lead Management in action:

Now let’s break down each step.

Step 1: Set Up Lead Scoring Rules

Go to “Settings” and find “Lead Scoring.”

Assign point values based on actions like email opens or form fills.

Higher scores mean hotter leads ready for outreach.

Step 2: View and Filter Your Leads

Open the Contacts list and sort by lead score.

Filter by tags, source, or activity level to find top prospects.

Save your filters as custom views for quick access.

✓ Checkpoint: You should see leads sorted by engagement level.

Step 3: Trigger Actions for Hot Leads

Create automations that fire when a lead hits a certain score.

Notify your sales team or send a personalized offer automatically.

This ensures your best leads get attention at the right time.

✅ Result: Your team focuses on the leads most likely to buy.

💡 Pro Tip: Combine lead scoring with pipeline automations so hot leads move into your sales pipeline without lifting a finger.

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How to Use Keap AI

Keap AI lets you generate email content, automation sequences, and campaign ideas in seconds.

Here’s how to use it step by step.

Watch Keap AI in action:

Now let’s break down each step.

Step 1: Access the AI Automation Assistant

Open the Automations section and click “AI Assistant.

You’ll see over 30 pre-built campaign templates called “plays.”

Choose a play for lead generation, conversion, or customer satisfaction.

Step 2: Generate Content with AI

Select any email in your automation and click “Write with AI.”

Enter a brief description of what you want to say.

Keap AI generates a complete email draft you can edit.

✓ Checkpoint: You should see a ready-to-edit AI-generated email in the editor.

Step 3: Review and Launch

Edit the AI draft to match your brand voice.

Add personalization tokens like first name or company.

Activate the automation to start sending automatically.

✅ Result: You’ve created a full campaign in minutes instead of hours.

💡 Pro Tip: Use AI to draft your first version, then personalize it — AI saves time but your voice closes deals.

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How to Use Keap Email Marketing

Email Marketing lets you design and send broadcast campaigns to your entire list or targeted segments.

Here’s how to use it step by step.

Watch Email Marketing in action:

Now let’s break down each step.

Step 1: Create a New Broadcast

Go to “Marketing” and click “Email Broadcasts.”

Click “Create Broadcast” to start a new campaign.

Choose your audience by selecting tags or saved searches.

Step 2: Design Your Email

Pick a professional template from the template library.

Customize colors, images, and copy to match your brand.

Add a clear call-to-action button in every email.

✓ Checkpoint: Preview your email on both desktop and mobile.

Step 3: Send or Schedule

Choose “Send Now” or set a future date and time.

Review your recipient count before hitting send.

Track opens, clicks, and replies in the reporting dashboard.

✅ Result: Your broadcast reaches the right audience at the right time.

💡 Pro Tip: Send newsletters, coupon codes, or seasonal sale reminders as broadcasts — they drive quick engagement spikes.

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How to Use Keap Pipeline Management

Pipeline Management lets you visualize your entire sales process across multiple pipelines.

Here’s how to use it step by step.

Watch Pipeline Management in action:

Now let’s break down each step.

Step 1: Create Multiple Pipelines

Go to “Sales” and click “Pipelines.”

Create separate pipelines for different products or services.

Each pipeline can have unique stages and automation triggers.

Step 2: Customize Pipeline Stages

Click any stage name to rename it or adjust its position.

Add probability percentages to forecast revenue at each stage.

Color-code stages for quick visual scanning.

✓ Checkpoint: You should see multiple pipelines with custom stages.

Step 3: Review Pipeline Reports

Open “Reports” and select “Pipeline Performance.”

See total deal value, conversion rates, and average close time.

Use this data to find bottlenecks and improve your sales process.

✅ Result: You have full visibility into every active deal across all pipelines.

💡 Pro Tip: Create a separate pipeline for upsells — it keeps your main sales pipeline clean and focused.

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Keap Pro Tips and Shortcuts

After testing Keap for over two years, here are my best tips.

Keyboard Shortcuts

Action	Shortcut
Quick search contacts	Ctrl + K (Cmd + K on Mac)
Create new contact	Ctrl + Shift + N
Navigate to dashboard	Ctrl + D
Open task list	Ctrl + T

Hidden Features Most People Miss

Play Blueprints: Access free step-by-step guides for common sales processes including goals, action plans, and metrics.
Custom Dashboard Widgets: Drag and rearrange your dashboard to show only the data that matters to your business.
5,000+ Integrations: Connect Keap to your existing tech stack through native integrations and Zapier without any coding.

Try Keap For free

Keap Common Mistakes to Avoid

Mistake #1: Importing Dirty Contact Lists

❌ Wrong: Uploading your entire contact list without cleaning it first.

✅ Right: Remove duplicates, invalid emails, and inactive contacts before importing.

Mistake #2: Skipping Tag Strategy

❌ Wrong: Creating tags randomly as you go without a naming convention.

✅ Right: Plan a tag hierarchy with categories like “Source,” “Interest,” and “Status” before you start.

Mistake #3: Building Complex Automations Too Early

❌ Wrong: Creating a 20-step automation as your first workflow.

✅ Right: Start with simple 3-step automations like a welcome sequence, then build complexity over time.

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Keap Troubleshooting

Problem: Emails Not Sending

Cause: DKIM authentication is not set up for your domain.

Fix: Go to Settings > Email > DKIM and follow the DNS setup instructions for your domain provider.

Problem: Contacts Not Showing in Pipeline

Cause: The contact has no deal associated with them in that pipeline.

Fix: Open the contact record, click “Add Deal,” and assign it to the correct pipeline and stage.

Problem: Automation Not Triggering

Cause: The automation status is set to “Draft” instead of “Active.”

Fix: Open the automation, check the status toggle in the top right, and switch it to “Active.”

📌 Note: If none of these fix your issue, contact Keap support via 24/7 live chat or email.

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What is Keap?

Keap is an all-in-one CRM and automation platform built for small businesses to manage contacts, sales, and marketing in one place.

Think of it like having a sales rep, email marketer, and office manager rolled into one software.

Watch this quick overview:

It includes these key features:

Automation Builder: Create visual “when-then” workflows that run tasks automatically.
CRM: Store all contact information and interaction history in one place.
Email & Text: Send one-on-one messages and create tasks from conversations.
Landing Pages: Build custom lead capture pages with drag-and-drop editing.
Sales Pipeline: Track deals on a visual Kanban board with automated stage actions.
Lead Management & Tracking: Score leads and trigger actions based on engagement level.
Keap AI: Generate email content and campaign sequences with AI assistance.
Email Marketing: Design and send broadcast campaigns with professional templates.
Pipeline Management: Manage multiple pipelines with custom stages and reporting.

For a full review, see our Keap review.

Try Keap For free

Keap Pricing

Here’s what Keap costs in 2026:

Plan	Price	Best For
Ignite	$299/month	Small businesses with up to 1,500 contacts and 2 users
Grow	$399/month	Growing teams needing 2,500 contacts and 3 users
Scale	$599/month	Established businesses with large contact lists and more automation

Free trial: Yes — 14 days, no credit card required.

Money-back guarantee: No — but you can cancel anytime (early annual cancellation has a $299 fee).

💰 Best Value: Ignite plan with annual billing ($249/month) — you get every feature at a 17% discount.

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Keap vs Alternatives

How does Keap compare? Here’s the competitive landscape:

Tool	Best For	Price	Rating
Keap	All-in-one CRM + automation	$299/mo	⭐ 4.2
GoHighLevel	Agency-level automation	$97/mo	⭐ 4.3
Pipedrive	Simple sales pipeline CRM	$14/user/mo	⭐ 4.3
ActiveCampaign	Email marketing + automation	$15/mo	⭐ 4.0
HubSpot	Free CRM with paid upgrades	$0–$800/mo	⭐ 4.0
ClickFunnels	Sales funnels + landing pages	$81/mo	⭐ 4.2
Salesforce	Enterprise-grade CRM	$25/user/mo	⭐ 4.5
Freshsales CRM	Budget-friendly CRM	$0–$69/user/mo	⭐ 4.0

Quick picks:

Best overall: Keap — all-in-one CRM, email, automation, and payments in one platform.
Best budget: Freshsales CRM — free tier with solid CRM features for startups.
Best for beginners: Pipedrive — clean interface with an easy learning curve.
Best for agencies: GoHighLevel — white-label automation platform built for agencies.

🎯 Keap Alternatives

Looking for Keap alternatives? Here are the top options:

🚀 GoHighLevel: White-label marketing platform with CRM, funnels, and automation built for agencies and service businesses.
💰 Pipedrive: Affordable sales-focused CRM with a visual pipeline and simple drag-and-drop deal management.
🎨 ActiveCampaign: Best-in-class email automation with advanced segmentation and over 900 pre-built automation recipes.
⚡ HubSpot: Free CRM with powerful marketing, sales, and service hubs that scale as your business grows.
🔒 ClickFunnels: Dedicated funnel builder with landing pages, checkout flows, and membership site features built in.
🧠 Folk: Lightweight CRM designed for relationship-driven teams with smart contact enrichment and mail merge.
👶 Instantly: Cold email outreach platform with unlimited email accounts and AI-powered warm-up for lead generation.
🏢 ClickUp: Project management tool with built-in CRM features, docs, and automation for all-in-one team workflows.
🔧 Monday CRM: Flexible work operating system with visual boards, automations, and customizable sales pipeline tracking.
🌟 Capsule CRM: Simple and clean CRM for small teams that want contact management without the bloat or complexity.
⭐ Insightly: CRM with project management built in, ideal for businesses that need to track deals and deliverables together.
🎯 Freshsales CRM: Budget-friendly CRM with AI-powered lead scoring, built-in phone, and email tracking for growing teams.
💼 Salesforce: Enterprise-grade CRM with deep customization, AppExchange marketplace, and advanced reporting for large teams.
📊 Zendesk: Customer service platform with CRM capabilities, ticketing system, and multi-channel support for service-focused teams.

For the full list, see our Keap alternatives guide.

⚔️ Keap Compared

Here’s how Keap stacks up against each competitor:

Keap vs GoHighLevel: GoHighLevel is cheaper and built for agencies, but Keap has a more polished CRM and better onboarding support for solo businesses.
Keap vs Pipedrive: Pipedrive wins on price and simplicity for pure sales tracking, but Keap adds email marketing and automation Pipedrive lacks natively.
Keap vs ActiveCampaign: ActiveCampaign is stronger for email-first businesses, while Keap offers a fuller CRM with payments and pipeline built in.
Keap vs HubSpot: HubSpot’s free tier is unbeatable for startups, but its paid plans get expensive fast — Keap is simpler for small teams.
Keap vs ClickFunnels: ClickFunnels focuses on funnels and landing pages, while Keap covers the full customer journey from lead to repeat buyer.
Keap vs Folk: Folk is a lightweight relationship CRM, while Keap provides heavier automation and marketing tools for sales-driven businesses.
Keap vs Instantly: Instantly is a cold outreach specialist, while Keap manages the full lifecycle from lead capture through payment collection.
Keap vs ClickUp: ClickUp is a project management tool with light CRM, while Keap is a CRM with deep sales and marketing automation.
Keap vs Monday CRM: Monday CRM offers flexible visual boards, but Keap’s built-in email and automation engine is far more advanced.
Keap vs Capsule CRM: Capsule is cleaner and cheaper for basic contact management, but Keap adds marketing automation and payment processing.
Keap vs Insightly: Insightly combines CRM with project management, while Keap focuses on sales automation and lead nurturing.
Keap vs Freshsales CRM: Freshsales is much cheaper with a free tier, but Keap’s automation builder and landing pages are more powerful.
Keap vs Salesforce: Salesforce is the enterprise standard with endless customization, but Keap is easier to set up and manage for small teams.
Keap vs Zendesk: Zendesk is built for customer support and ticketing, while Keap focuses on sales and marketing automation for small businesses.

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Start Using Keap Now

You learned how to use every major Keap feature:

✅ Automation Builder
✅ CRM
✅ Email & Text
✅ Landing Pages
✅ Sales Pipeline
✅ Lead Management & Tracking
✅ Keap AI
✅ Email Marketing
✅ Pipeline Management

Next step: Pick one feature and try it now.

Most people start with Automation Builder.

It takes less than 5 minutes.

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Frequently Asked Questions

What is Keap used for?

Keap is used to manage customer relationships, automate marketing emails and texts, track sales pipelines, and collect payments. It combines CRM, email marketing, and automation into a single platform designed for small businesses that want to save time and close more deals.

Who owns Keap?

Keap is an independent company formerly known as Infusionsoft. It rebranded to Keap in 2019 to reflect its focus on serving small businesses. The company is headquartered in Chandler, Arizona and has been operating since 2001.

Is Keap easy to use?

Keap has a moderate learning curve due to its many features. The automation builder and CRM are straightforward once you complete the onboarding. Keap provides free training webinars, a video library, and a dedicated customer success manager to help new users get started quickly.

What are the limitations of Keap?

Keap’s main limitations include its high starting price at $299 per month, limited email design flexibility compared to dedicated email tools, and text marketing only available in the U.S. and Canada. The mobile app is also restricted to five countries. For businesses that only need email marketing, there are cheaper alternatives.

What did Keap used to be called?

Keap was previously called Infusionsoft. The company rebranded in 2019 but kept “Infusionsoft by Keap” as an option for users who needed the advanced campaign builder. Today, all features are available under the single Keap brand with no separate Infusionsoft product.