What Easy Automations Do for Your Business
Easy Automations let you set up automated workflows using simple "when" and "then" logic — no technical knowledge required. When a contact takes a specific action, Keap automatically responds with one or more actions you define: sending a welcome email, assigning a task, creating a deal, applying a tag, and more. Easy Automations are available on both the Keap Pro and Max editions.
To access Easy Automations, click Automations in the left-hand navigation and then click Easy.
The Easy Automations page displays your existing automations in a list under My automations. The plus button at the top creates a new automation or applies a template.
Available Trigger Conditions (When)
Every Easy Automation starts with a "when" condition — the event that triggers the automation to run for a contact. You can select one of the following triggers:
- A new appointment is scheduled
- An appointment is cancelled
- A public form or internal form receives a submission
- A product is purchased — either a specific product or any product
- An invoice is sent
- An invoice is paid
- A quote is sent
- A quote is accepted
- A deal enters a pipeline stage
- A deal exits a pipeline stage
- A tag is added to a contact
Available Action Conditions (Then)
After the "when" condition is triggered, you can configure one or more actions to happen. You can add as many "then" actions as needed, and configure each one to happen immediately or after a delay. The following actions are available:
- Send an email to the contact who triggered the automation
- Send a notification — by desktop, mobile, or email — to all users, the contact's owner, or a specific user
- Create a deal
- Add a tag to the contact who triggered the automation
- Remove a tag from the contact who triggered the automation
- Create a task assigned to the contact owner or a specific user
- Create a pipeline deal (Pro edition only)
Note: Mobile push notifications require the Keap user to have the Keap Mobile app installed on their device.
Available Stop Conditions (Stop)
Stop conditions remove a contact from an Easy Automation when a specific event occurs, preventing any remaining delayed actions from firing. To use a stop condition, the automation must contain at least one delayed "then" action. The following stop conditions are available:
- A new appointment is scheduled
- A public form or internal form receives a submission
- A product is purchased — either a specific product or any product
- A quote is accepted
- An appointment is cancelled — only available when the automation's "when" trigger is a new appointment being scheduled
- An invoice is paid — only available when the automation's "when" trigger is an invoice being sent
- A deal enters a pipeline stage
- A deal exits a pipeline stage
- A tag is added to a contact
How to Create an Automation from a Template
Templates give you a pre-built automation with a sample email that you can customize and publish immediately.
On the Easy Automations page, find the template you want to use and click the + plus button on the template card.
Each template card describes what the automation does and includes a plus button to apply it. Clicking the plus button opens the automation editor with the template pre-configured.
- Review and edit the automation's "when," "then," and email content as needed.
Click Preview to review the full automation before publishing.
Click Publish to activate the automation.
How to Create a New Automation from Scratch
On the Easy Automations page, click the + plus button to open the automation creation options.
Select Easy Automation to create a blank automation.
Enter a name for the automation in the name field.
Click When to configure the trigger condition for the automation.
Search for a trigger or select one from the list. See the Available Trigger Conditions section above for all available options.
Depending on which trigger you selected, you may need to specify which tag, appointment type, or product will trigger the automation.
Click the configured "when" item to expand its options. Each "when" item includes an edit button to reconfigure it, a trash bin button to delete it, a shortcut to the related page or settings (for example, Go to booking link), and a Done button to collapse the card.
Click Next to move to the "then" configuration step.
Select the action that should happen when the automation runs.
Configure the selected action — for example, composing the email, setting the notification recipient, or specifying the tag to apply.
Click Next to move to the timing step.
Choose whether the action should happen immediately when the trigger fires or after a delay. To trigger the action at a specific time of day, select Delayed and check the At a specific time box.
- Click Done to save the "then" action configuration.
- To add additional actions to the same automation, click the + plus button to add another "then" step and repeat steps 9–13. To edit an existing "then" step, click the "Then" card to expand it.
When all actions are configured, click Preview to review the full automation.
Review the automation summary to confirm the trigger, actions, and timing are correct.
Click Publish to activate the automation. Once published, the automation will run automatically for every contact who meets the "when" trigger going forward.
After publishing, click Rename automation to give the automation a descriptive name.
Enter the new name and click Update. The automation will appear under My automations with the new name.
How to Set a Stop Condition on an Automation
A stop condition removes a contact from the automation when a specific event occurs, canceling any remaining delayed actions. The automation must contain at least one delayed "then" action before a stop condition can be added.
Configure at least one "then" action in the automation to be Delayed.
In the automation preview, click the Stop card at the bottom of the automation summary.
Select the event that should stop the automation for a contact.
- Configure any additional details required for the selected stop condition.
- Click Preview to review the updated automation including the stop condition.
- Click Publish to activate the automation with the stop condition in place.
How to View and Remove Contacts from an Automation
- On the Easy Automations page, click the name of the published automation you want to manage.
Click View next to the number of active contacts shown on the automation.
The active contacts list displays the names of all contacts currently in the automation.
- Select one or more contacts from the list that you want to remove.
- Click Remove from automation.
- Click Yes, remove to confirm. The selected contacts are immediately removed and any pending delayed actions for those contacts are cancelled.
How to Filter Your Automations List
Use filters to quickly find automations by trigger type when your list of automations grows long.
On the Easy Automations page, click the filter button at the top of the automations list.
Select one or more trigger types from the filter options. You can select multiple trigger types to display all automations that use any of the selected triggers.
The automations list updates immediately to show only automations that use the selected triggers. The active filters are displayed above the list.
How to Edit a Published Automation
Note: Changing whether a "then" action occurs immediately or after a delay requires deactivating the automation first, which removes all contacts currently in the automation.
On the Easy Automations page, click the name of the automation you want to edit.
Click the When or Then card to open the section you want to edit.
Click the specific item within the card to expand its options.
Each item displays an edit button to reconfigure it, a trash bin button to delete it, a shortcut to the related page or settings (for example, Manage tags), and a Done button to collapse the card. "Then" items also show controls to change the timing from immediate to delayed.
When all edits are complete, click Preview to review the updated automation.
Click Publish edits to apply the changes and reactivate the automation.
Optionally, click Rename automation to update the automation name after publishing edits.
How to Rename an Automation
On the Easy Automations page, click the menu button next to the automation you want to rename and select Rename.
Enter the new name in the field and click Update to save the change.
How to Personalize Automation Content with Merge Fields
Merge fields let you insert dynamic contact information — such as a contact's first name or company name — into emails, notifications, deal names, and tasks created by your automations. Look for the [#] button anywhere in the automation editor to access the merge field picker.
Click the [#] button in the editor toolbar to open the merge field picker.
Select a field category — such as Contact, Quote, User, Business, or Date and Time.
Select the specific field to insert. The merge field is added to the content at the cursor position and will be automatically populated with the contact's data when the automation runs.
How to Deactivate an Automation
Deactivating an automation stops it from triggering for any new contacts and cancels all pending delayed actions for contacts currently in the automation. All contacts are removed from the automation when it is deactivated. You can reactivate a deactivated automation by editing it and publishing again.
On the Easy Automations page, click the menu button next to the automation you want to deactivate and select Deactivate.
Click Yes, deactivate to confirm. The automation is deactivated immediately and all contacts are removed.
How to Delete an Automation
Deleting an automation permanently removes it from your app and cancels all pending actions for contacts currently in the automation. This action cannot be undone.
On the Easy Automations page, click the menu button next to the automation you want to delete and select Delete.
Click Delete automation to confirm the deletion.
How to View Automation Metrics
Automation metrics show you exactly what each automation has accomplished — the number of emails sent, tasks created, deals created, tags applied, and other actions taken since the automation was published.
- On the Easy Automations page, click the name of the automation you want to review.
Click the View Metrics button at the top of the automation detail view.
The metrics view displays a count for each action type the automation has performed. Use these metrics to evaluate whether the automation is working as expected and contributing to your business goals.
Frequently Asked Questions
Which Keap editions have access to Easy Automations?
Easy Automations are available on both Keap Pro and Keap Max editions.
Can I use the advanced email builder in Easy Automations?
No. Easy Automations uses Keap's simple email builder only. The advanced email builder is not available within Easy Automations.
What happens if a contact triggers the same automation more than once?
The contact will enter the automation again unless they are currently in the automation and waiting for a delayed "then" action to fire. If a contact is already in the automation with a pending delay, the new trigger is ignored until the current automation run is complete.
What time zone do Easy Automations use for timing?
Easy Automations use the time zone configured in the Keap user's app settings.
Does Easy Automations support third-party integrations?
Easy Automations supports tag-based integrations. You can use tag triggers and tag actions to connect Easy Automations with third-party tools that also work with Keap tags.
What delay options are available for "then" actions?
You can delay a "then" action by a set number of minutes, hours, days, weeks, or months. To trigger a "then" action at a specific time of day, select the Delayed option and check the At a specific time box.
Can I see whether a specific contact is in an automation?
Yes. You can view individual actions triggered by an Easy Automation — such as emails sent or tags applied — on a contact's activity feed. You can also see all contacts currently in an automation by clicking View next to the active contact count on the automation detail page.
Will an automation trigger for contacts who already had the trigger condition before the automation was published?
No. Easy Automations only act on contacts who meet the "when" trigger condition after the automation is published. Existing contacts who already had the triggering tag, appointment, or other condition before publishing are not affected.
I got an error when trying to publish my automation — what does it mean?
Easy Automations will block publication if all "then" actions are set to happen immediately in a sequence that would create an infinite loop. To resolve this error, add a delay between the actions in your automation so they do not all fire at the same instant.
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