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

Are you tired of managing your leads?

It is frustrating when you can’t find a phone number or forget to follow up with a potential client.

Without a solid system, valuable deals fall through the cracks every day.

The stress of manual data entry slows you down and keeps you from growing your business.

You need a reliable way to fix this chaos. Keap is the tool that changes everything.

It acts as your 24/7 sales assistant to keep you on track.

In this guide, we will show you exactly how to use Keap.

Let’s get your business organized right now.

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The CRM is the heart of your system.

You cannot automate what you do not organize.

This tool keeps your business data safe. We will import your contact list right now.

Follow these simple steps to get started.

How to Use Keap CRM

The CRM is the home for all your customer info.

It helps you remember every detail about your leads.

You can see their phone numbers and every email you ever sent. This makes your business look professional.

Let us set it up in three easy steps.

Step 1: Import Your Contact List

• Prepare your file: Put your contacts into a simple CSV spreadsheet.
• Click Import: Go to the Contacts menu and select Import Data.
• Match your fields: Tell Keap which column is the name and which is the email.
• Finish up: Click the Next button and watch your list appear.

Step 2: Organize with Tags

• Create labels: Think of tags like digital stickers for your contacts.
• Add a tag: Click on a person and select Add Tag to label them.
• Group people: Use tags like New Lead or Past Customer to sort them.
• Stay organized: This helps you find the right people fast when you need them.

Step 3: Use the Contact Record

• Open a profile: Click on a name to see everything about that person.
• Add notes: Type a quick note after a call so you do not forget it.
• Check history: Look at the Activity Feed to see past messages.
• Save time: Having all info in one spot stops you from searching through old emails.

How to Use Keap Pipeline Management

A pipeline helps you see your money in real time. It is like a map for your sales journey.

You can track every lead from the first hello to the final sale.

This helps you avoid losing deals by accident.

Use your computer to set this up in your keap account right now.

Step 1: Sign in to Your Account

• Open your web browser on your computer.
• Go to the Keap website to sign in.
• Enter your login details to reach the home screen.
• Look for the Sales menu to find your pipeline.

Step 2: Create Your Deal Stages

• Each user can name their own stages.
• Click the Pipeline button to see the default stages.
• Edit the names to match your business steps.
• Use names like New Lead or Quote Sent to stay organized.

Step 3: Add Your First Deal

• Click the plus sign to make a new deal card.
• Type in the person’s name and how much the deal is worth.
• Drag the card with your mouse as the deal moves forward.
• Update the details often so you always know your sales total.

How to Use the Automation Builder

Automation is a great way to save time in your business.

It does the boring work for you so you can focus on things you love. You can even use it to connect with tools like Infusionsoft to keep your data moving.

This part of the application is where you build your 24/7 sales assistant.

Step 1: Choose a Trigger

• Open the Automation menu in your keap account and click Create.
• Select a When trigger, like a form being submitted by a user.
• This is the starting line for all the automated things that will happen.
• You can also trigger it when a specific tag is added to a lead.

Step 2: Add Actions

• Drag a Then sequence onto the screen to provide the next steps.
• Use this to send an email or a text message automatically.
• You can also create a task requiring a team member to follow up.
• This keeps your sales process moving without you doing manual work.

Step 3: Test and Launch

• Review the flow to make sure the details are correct.
• Send a trial email to your own phone to see how it looks.
• Check for any red dots that might provide a warning of an error.
• Hit the Publish button to turn on your brand new system.

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Conclusion

Setting up your Keap account is the first step toward better business growth.

You now know how to organize leads with CRM software and manage a visual sales pipeline.

Using marketing automation will save you hours of work every week.

These tools help small businesses remain organized and close more deals without the stress.

It is a great way to ensure no lead falls through the cracks.

Always check your details and keep your data clean. Start using these features today to see your productivity soar.

Your success is just a few clicks away!

Frequently Asked Questions

More Facts about Keap

• Smart Labeling: You can use “tags” to label customers based on what they do. This helps you send them emails they actually want to read.
• Automatic Feedback: You can set up the system to automatically send surveys and follow-up messages. This helps you learn what customers think and keeps them coming back.
• Tracking Success: Keap has reports that show you how well your emails and ads are working.
• All-in-One Customer View: You can save every detail about a lead or customer in one place so you have the full picture of who they are.
• New Customer Welcome: You can use automation tools to immediately send a “Welcome” email to new people and remind them about appointments so they don’t miss them.
• Ready-to-Use Plans: There are over 30 pre-made templates and “plays” (strategies) to help you find new customers and sell to them.
• Sales Tools: The software has sales tools built right in to help you save time on daily work.
• Visual Sales Board: You can use a board with cards (like a Kanban board) to organize your sales. When you drag a card to a new spot, the system can automatically do tasks for you.
• Keys to Success: To get the most out of Keap, focus on letting the computer handle follow-ups, grouping your customers into lists, and checking your data to see what works.
• Free Learning: Keap offers free online classes to teach you how to grow your business.
• Live Training: You can attend live events and training sessions to learn how to use all the features properly.
• Building Automation: The “automation builder” is a strong tool that helps you create automatic steps for your business.
• Custom Home Screen: You can change your dashboard (home screen) to show only the numbers and charts you care about.
• Email Marketing: Sending automatic emails is a main feature of the software (formerly called Infusionsoft).
• Adding Contacts: It is very important to bring your list of contacts into the system correctly to make email marketing work.
• Smart Tagging Strategy: Planning how you use tags can make your marketing much better.
• Email Broadcasts: You can easily send one email to many people at once. This is great for newsletters, coupons, or sale announcements.
• Web Forms: You can put forms on your website that automatically save new people into your system and send them a welcome message instantly.
• Clean Lists: You should make sure your list of email addresses is clean and correct before you add it to the system.
• Getting Started Help: Keap gives you checklists to help you know what to do first when you sign up.
• Mobile App: You can add new people to your list by typing them in or importing them using the iPhone app.
• Video Guides: There is a library of videos to show you exactly how to set up your account.
• Connecting Apps: You can connect Keap to over 5,000 other computer programs you already use.
• For Programmers (API): Developers can use a special tool called an API to make Keap talk to other software.
• Secure Connections: The system uses a secure method called OAuth so servers can talk to your account without needing a password every time.
• Coding Tools: There are special tools (like the PHP SDK) that help programmers build custom connections faster.
• Website Tools: You can put different parts of Keap directly on your own website to help collect information from visitors.
• Small Business Focus: Keap is a leading tool made just for small businesses to keep track of customers, sales, and marketing all in one spot.