This article covers how to automatically move a deal from one pipeline stage to another using Easy Automation in Keap™, including how to configure the Move Deal action and select the correct pipeline and stages. This article does not cover how to create pipelines or deal stages. For help setting up a pipeline, see how to set up a pipeline in Keap.

Why Automating Deal Stage Movement Keeps Your Pipeline Accurate

A sales pipeline is only useful if the deal stages reflect where each prospect actually is in the sales process. Manually moving deals between stages is easy to forget — especially during a busy period — which leads to inaccurate pipeline data and missed follow-up opportunities. By using Easy Automation in Keap to move deals automatically when a specific event occurs, the pipeline stays current without relying on manual updates. For example, when a prospect schedules a Free Consultation appointment, an automation can automatically move that prospect's deal from the New Leads stage to the Qualified Leads stage — the moment the appointment is booked.

Warning: If more than one deal meets the When event criteria configured in the automation, all matching deals will be moved to the selected stage simultaneously. Review the When event criteria carefully before publishing the automation to ensure only the intended deals will be affected.

The screenshot above shows an overview of the Easy Automation example covered in this article. The diagram displays a When event — a Free Consultation appointment being scheduled — connected to a Then action — Move Deal — which moves the deal from the New Leads stage to the Qualified Leads stage in the pipeline. The When event and Then action are the two components configured in every Easy Automation.

How to Set Up an Automation to Move a Deal in Keap

Follow these steps to create or update an Easy Automation that moves a deal from one pipeline stage to another when a specific event occurs.

1. Select Automation in the left-hand side panel navigation of your Keap account.

   

   The screenshot above shows the Keap left-hand side panel navigation with the Automation option selected. Selecting Automation opens the Easy Automation list where existing automations are displayed and new automations can be created.

2. Create a new Easy Automation or open an existing one. Select the automation you want to add the Move Deal action to, or create a new automation to start from scratch.

   

   The screenshot above shows the Keap Easy Automation list screen. Existing automations are displayed in the list. A button to create a new Easy Automation appears at the top of the screen. Open an existing automation to add the Move Deal action, or create a new automation if no existing automation applies.

3. In the Then section of the Easy Automation, select the Then event dropdown and choose Move Deal.

   

   The screenshot above shows the Easy Automation Then event dropdown in Keap with the Move Deal option visible in the list of available actions. Selecting Move Deal displays the pipeline and stage configuration options for the action.

4. If the Keap account has multiple pipelines, select the correct pipeline from the pipeline dropdown before selecting the stages. The stage options displayed in the next step will be filtered to show only stages from the selected pipeline.

   

   The screenshot above shows the pipeline dropdown menu in the Move Deal action configuration in the Keap Easy Automation builder. The dropdown displays all pipelines available on the account. Select the pipeline that contains the stages the deal will move between. If only one pipeline exists on the account, the pipeline dropdown may not appear and the stage selection will be displayed directly.

5. Select the Move Deal From stage and the To stage using the stage dropdown menus. The From stage is the current pipeline stage the deal must be in for the automation to move it. The To stage is the pipeline stage the deal will be moved to when the automation triggers.

   

   The screenshot above shows the Move Deal From and To stage dropdowns in the Keap Easy Automation builder. The Move Deal From dropdown displays the available pipeline stages to move the deal from. The To dropdown displays the available stages to move the deal to. Both dropdowns must be configured before the automation can be saved and published.

6. Save the automation and select Publish to make the automation active. Once published, the automation will automatically move matching deals from the selected From stage to the selected To stage each time the When event is triggered.

   

   The screenshot above shows the Save and Publish buttons in the Keap Easy Automation builder. Selecting Save saves the automation configuration without making it active. Selecting Publish makes the automation active and live. The Move Deal automation will not move any deals until the automation has been published.

Frequently Asked Questions

What does this article cover?

This article covers how to automatically move a deal from one pipeline stage to another using Easy Automation in Keap, including how to configure the Move Deal action and select the correct pipeline and stages. This article does not cover how to create pipelines or deal stages. For help setting up a pipeline, see how to set up a pipeline in Keap.

What happens if more than one deal matches the When event criteria?

If more than one deal meets the When event criteria at the time the automation triggers, all matching deals will be moved to the selected To stage simultaneously. Review the When event criteria carefully before publishing the automation to confirm only the intended deals will be affected.

Do I need to select a pipeline if I only have one pipeline?

If the Keap account has only one pipeline, the pipeline selection step may not appear and the stage dropdowns will be displayed directly. The pipeline dropdown only appears when multiple pipelines exist on the account.

Does the Move Deal automation take effect before it is published?

No. The Move Deal automation only becomes active after it has been published. Saving the automation without publishing will not move any deals. Select Publish in the Easy Automation builder to make the automation active.