Keap Setup: Day-Zero Path to a Working Pipeline

Write five day-one jobs, map each to a researched Keap plan, and pick the cheapest tier that covers all five.

1. List the five things sellers must do on day one.
2. Match each one to a researched Keap plan. Our research does not flag plan-gated capabilities for Keap, but confirm your must-haves against the plan you actually intend to buy.
3. Pick the cheapest plan that covers all five.
4. Check capacity, not just features. Researched capacity limits: Max Ignite: up to 2 included users; Max Grow: up to 2 included users; Max Scale: up to 2 included users.

Our snapshot flags a trial on Max Ignite, Max Grow, and Max Scale without a published length — confirm the window on the Keap pricing page.

Worked example: a 12-person B2B advisory team needs contact management, lead management, pipeline management, and deal management plus email sync on day one in Keap. A 12-seat team already exceeds Max Ignite (up to 2 in research), Max Grow (up to 2 in research), and Max Scale (up to 2 in research). They set up on Max Ignite rather than a capped tier.

Name one admin — not a committee — before you invite sellers.

1. Create the workspace with real company name, currency, and timezone.
2. Name one admin with ~2 hours a week for fields, users, and hygiene.
3. Agree: new fields and pipelines go through that admin only.
4. In Keap, open workspace or account settings — confirm the current control labels in the product, docs, or trial.

Worked example: a 12-person B2B advisory team makes ops the Keap admin, writes the two-hour commitment into the week, and blocks everyone else from adding fields for 30 days.

Research confirms contact management, lead management, pipeline management, and deal management for Keap — that is the surface you are configuring here.

1. Decide what a company, a person, and a deal mean in your business, then mirror that in Keap. Contact management is researched across every Keap plan we snapshot.
2. Build one pipeline for your main motion. Pipeline management is researched across every Keap plan we snapshot.
3. Use five to seven stages named after buyer-verifiable events, not internal feelings.
4. Add only the required fields Friday's review needs: owner, next step, next-step date, expected close.
5. In Keap, open the objects, pipeline, or deal configuration area — confirm the current control labels in the product, docs, or trial.

Worked example: a 12-person B2B advisory team configures six stages in Keap (qualified, scoped, proposal, verbal, won, lost), makes “next step” required, and refuses every other custom field until after go-live.

Invite people who touch deals daily. Spectators can wait.

1. Invite daily users only — viewers often burn paid seats.
2. Sellers get standard access; admin stays with the owner from step 2.
3. Count seats against research capacity. Researched capacity limits: Max Ignite: up to 2 included users; Max Grow: up to 2 included users; Max Scale: up to 2 included users. A 12-seat team already exceeds Max Ignite (up to 2 in research), Max Grow (up to 2 in research), and Max Scale (up to 2 in research).
4. In Keap, open the members, users, or permissions area — confirm the current control labels in the product, docs, or trial.
5. Log in as a non-admin and prove you can create a deal.

Worked example: a 12-person B2B advisory team invites eight sellers, two managers, and ops into Keap; part-time analysts wait until someone proves they need a seat.

1. Connect email and calendar for the people who own deals. Email sync is researched across every Keap plan we snapshot.
2. Research names Gmail, Zapier, Stripe, and PayPal on the Keap side — confirm the ones your daily loop actually depends on.
3. Connect nothing else. Every extra connector is another thing to debug during onboarding week.
4. Write down what is not connected. A documented gap is fine; a pretended integration is not.
5. In Keap, open the integrations or connected-apps area — confirm the current control labels in the product, docs, or trial.

Worked example: a 12-person B2B advisory team connects mailboxes and Gmail in Keap, then postpones accounting and document tools until the 30-day adoption review.

1. Pick a seller who is not an admin. Watch them create a company and contact, create a deal on the pipeline, log a call or email, set a next step, and move a stage in Keap.
2. Fix whatever they had to ask about — that friction is your real training backlog.
3. Run the same loop on mobile if that matters. Mobile app is researched across every Keap plan we snapshot.
4. Write a one-page setup note: plan, stage definitions, required fields, admin owner, sync status, known gaps.
5. Hand that note to the Keap implementation guide and schedule training on the same pipeline.

Worked example: a 12-person B2B advisory team's founder completes the loop in Keap without ops help, ops writes the one-pager, and only then does the team announce go-live.