Kajabi CRM: How To Effortlessly Manage Your Contacts

I'm going to show you how to transform Kajabi into a powerful CRM system using tags, triggers, and automations. Many people don't realize that Kajabi can function as your primary customer relationship manager when set up correctly.

Throughout this guide, I'll walk you through my actual Kajabi account to demonstrate how I capture leads, automate email sequences, and manage contacts effectively. You'll see practical examples of landing page optimization, contact filtering techniques, and automation strategies that work in real-world applications.

Key Takeaways

• Set up forms on your homepage and landing pages to capture leads and deliver free opt-in products automatically
• Use filters instead of excessive tags to dynamically segment your contact list based on forms submitted, products owned, and engagement levels
• Monitor landing page conversion rates and email list quality regularly to maintain an effective CRM system

Setting Up Your Homepage for Lead Capture

Optimizing Free Workshops and Opt-Ins

I position free workshops and other free opt-in products directly on my homepage to capture leads from visitors who land there. The goal is to capture emails by delivering a piece of media that I've promised to someone in exchange for their contact information.

For example, I offer a tools guide that shows all the tools I use for my online business. When someone wants to see my tech stack, they opt into a form to receive it.

Key elements of my opt-in setup:

• Single opt-in process - I keep it simple with just an email field
• New subscriber sequence - Form submissions automatically add people to an email sequence
• Free email delivery - The promised content gets delivered immediately via email

I use two types of form placements:

1. Pop-out forms - These appear as overlays on the page
2. Embedded forms - These can be placed on landing pages or embedded using code

I specifically use squeeze pages for some opt-ins. A squeeze page gives visitors only two options: opt in or leave. This focused approach eliminates distractions.

Monitoring conversion rates is critical. I regularly check my landing page analytics to see if adjustments are needed. My tools opt-in landing page has received over 4,000 views with over 800 opt-ins, resulting in a 20% conversion rate. My landing pages typically range between 10-20% conversion, with some performing even higher.

Effective Use of Forms

You can access all your forms by going to the marketing section and selecting forms. I build out forms using specific settings that trigger automations.

My form configuration includes:

I add two automations at the bottom of each form for submissions. The submissions tab shows all the people who have opted in through that specific form. If you want to embed a form into a landing page, you can use the embed code provided in the forms section.

After someone opts in, the process works like this:

1. They receive the free piece of media
2. An email sequence gets triggered automatically
3. They get added to my contact list
4. I can manage them using tags or filters

I don't use many tags because I can manage contacts dynamically using filters instead. The filters section allows me to segment my list by multiple criteria without needing excessive tagging.

Available list segments:

• All contacts
• Customers
• Subscribed
• Inactive
• Hard bounce
• Excluded

I regularly check inactive and hard bounce contacts to clean my list. A clean list ensures better deliverability and engagement.

The filters tab offers dynamic segmentation options. I can filter by forms, products, tags, offers, newsletter activity, marketing emails, events, and any conversion-level action. For example, if I want to see everyone who submitted a specific form, I select forms as the filter, choose "submitted any of these forms," add the specific form, and click apply filter. The system then shows me only those people.

I can add multiple filters simultaneously by selecting different criteria. For each filter, I can set conditions like "has submitted" or "has not submitted" for forms, or "has this product" or "does not have this product" for product filters. This dynamic filtering capability means I don't need to rely heavily on tags to manage my contacts within the platform.

Building and Automating Email Sequences

Delivering Lead Magnets

When someone opts into a form, I set up two key automations at the bottom of that form submission. The first automation adds them to a new subscriber sequence. The second delivers the promised free content through an automated email.

I use single opt-in forms with just the email field. Once someone submits the form, the system automatically triggers the delivery of whatever lead magnet I've promised, whether that's a tools guide, workshop, or other free resource.

The form submissions tab shows me everyone who has opted in. I can track conversions by viewing the page analytics for each landing page. For example, my tools opt-in landing page has over 4,000 views, over 800 opt-ins, and a 20% conversion rate.

My landing pages typically convert between 10-20%, with some converting even higher. I monitor these metrics to determine if a landing page needs tweaking.

Crafting Subscriber Journeys

After someone receives their free content, I follow up with an email sequence that has been triggered by their form submission. The tags, triggers, and automations work together to send emails over the next few days and weeks.

I don't use many tags because I can filter my list dynamically using Kajabi's built-in filters. Instead of creating numerous tags, I segment contacts using filters based on:

• Forms submitted
• Products owned
• Offers accessed
• Newsletter subscriptions
• Marketing email interactions
• Events attended

To find people who opted into a specific form, I select the forms filter, set the condition to "submitted any of these forms," add the specific form, and apply the filter. The system shows me only those contacts.

I can add multiple filters at once by selecting different criteria. For each filter, I can specify whether people have or haven't completed that action. This dynamic filtering approach eliminates the need for extensive tagging systems.

I regularly check the inactive and hard bounce segments of my list. I remove these contacts to keep my list clean and ensure it's working properly. My contact management includes these segments:

• All contacts
• Customers
• Subscribed
• Inactive
• Hard bounce
• Excluded

Managing Contacts With Filters and Tags

Cleaning and Segmenting Your List

You need to regularly review specific segments of your contact list to maintain its health. Within your contacts area, you can segment your list by all contacts, customers, subscribed, inactive, hard bounce, and excluded.

Always check your inactive and hard bounce segments. You want to get those contacts off your list to keep it clean and functioning properly.

This regular maintenance ensures your list performs well and you're not wasting resources on contacts that won't engage with your emails.

Using Filters for Dynamic Segmentation

You don't need to use many tags because filters allow you to segment dynamically. I only use a couple of tags myself, but I can leverage all the available filters to manage my contacts.

Here's how filters work in practice. You can filter your entire list by forms, then set the condition to "submitted any of these forms" and add the specific forms you want to track. For example, if I select my five-step opt-in form and click apply filter, it shows me only the people who opted into that form.

You can add multiple filters by selecting from various options:

• Products
• Tags
• Offers
• Newsletter
• Marketing emails
• Events
• Any conversion level event

For each filter, you can specify conditions like whether contacts have submitted a form or not, whether they have a specific product or not, and then select the relevant product. This approach lets you filter your list dynamically in numerous ways without needing to create extensive tag systems.

The filtering capability is powerful enough that you don't really need to use many tags at all within the platform.

Analyzing Landing Page Performance

Measuring Conversion Rates

You can check the conversion of your landing pages directly within Kajabi by accessing the page analytics. I'll use my tools opt-in landing page as an example of how this works.

To view the analytics, navigate to your landing page and select "view page analytics." This shows you the key metrics you need to track.

Key metrics to monitor:

• Views - Total number of people who landed on your page
• Opt-ins - Total number of people who submitted the form
• Conversion rate - The percentage of visitors who opted in

For my tools landing page, I have over 4,000 views, over 800 opt-ins, and a 20% conversion rate. The conversion rate is what I focus on most.

My landing pages typically range between 10% to 20% conversion rates, with some going higher. A 20% conversion rate indicates that something is working correctly with how you're positioning your free opt-in product.

Tweaking for Higher Engagement

You might need to tweak your landing page if it's not converting well. Managing leads as they come in requires monitoring these metrics regularly.

I use a squeeze page format where visitors can only opt in or leave. This focused approach eliminates distractions and clarifies the action you want visitors to take.

After someone opts in and receives the free piece of media, you need to think about what happens next. I follow up with an email sequence that gets triggered automatically.

The process works like this:

1. Visitor opts into the form
2. Tags and triggers activate
3. Automated emails send over the following days and weeks

This builds your email list and your contacts within Kajabi. You can manage your contacts using tags or filters to segment your audience effectively.

Enhancing Customer Experience With Triggers and Automations

The foundation of using Kajabi as a CRM starts with capturing leads through your homepage. I position free workshops and opt-in products on my homepage to capture visitor information.

Setting Up Forms for Lead Capture

Forms are the primary tool for capturing emails and delivering promised media to potential customers. You can access forms under Marketing and then Forms, where you have two options: embed a form or use a pop-out form.

For my tools opt-in, I use a single opt-in with just the email field. I add new subscribers to a sequence and deliver the tools guide via a free email. At the bottom of each form, I add two automations that trigger when someone submits the form.

Tracking Landing Page Performance

Monitoring conversion rates is necessary for managing leads effectively. I use squeeze pages where visitors either opt in or leave. You can view page analytics to track performance metrics.

My tools opt-in landing page shows over 4,000 views, over 800 opt-ins, and a 20% conversion rate. My landing pages typically range between 10 to 20% conversion, with some exceeding that. When you see a decent conversion rate, you know your positioning is working.

The Follow-Up Process

After someone receives the free piece of media, I follow up with an email sequence that has been triggered. The tag is applied, the trigger activates, and the automation consists of emails sent over the following days and weeks.

This process builds your email list and grows your contacts within Kajabi.

Managing Contacts Without Excessive Tags

You can manage contacts using tags, email follow-ups, or filters. The main contact segments include:

• All contacts
• Customers
• Subscribed
• Inactive
• Hard bounce
• Excluded

I regularly check inactive and hard bounce contacts to clean my list and ensure it functions properly.

Dynamic Filtering Instead of Tags

I only use a couple of tags because filters provide dynamic segmentation. You can filter your entire list by forms and set conditions like "submitted any of these forms." When I apply a filter for the five-step opt-in, it shows only people who opted into that form.

You can add multiple filters by selecting various criteria:

For conversion level events, you can specify if they submitted something or not, if they have a product or not, and then select the specific product. This allows you to filter your list in multiple ways without needing numerous tags within Kajabi.