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KeaBuilder Zapier integrationAutomate KeaBuilder with Zapier.

The KeaBuilder Zapier integration gives you 7 triggers, 6 actions and 0 searches. Enough to move contacts, tags, lists and orders between KeaBuilder and the rest of your tools, on the free plan, as long as you know where it stops.

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Overview

What the KeaBuilder Zapier integration actually does

KeaBuilder holds your website, your funnels and your CRM in one place. The Zapier connection lets KeaBuilder talk to the other apps you run, without code: something happens on one side (a new order, a form sent, a tag added) and Zapier does the follow-up on the other side for you.

Three results people usually build first. A clean sales log: Order Created pushes every new order into a spreadsheet or your accounting tool, so nobody copies totals by hand. A segmented audience: a payment in your billing app runs Add Tag on the buyer, and your KeaBuilder automations pick that tag up. A shared lead pipeline: Form Submitted sends each new opt-in to the sales team's chat channel, and they call while the lead still remembers the page.

Now the honest part. The connection has no search step, so a Zap cannot look up an existing KeaBuilder contact and reuse its details further down. It only handles contacts, tags, lists, forms, checkouts and orders: nothing about pages, funnels or site content. Every trigger works by polling, which means a short delay on the free plan (more on that below). And there is no action to delete a contact, so plan that job elsewhere.

If you are still weighing tools, the same app exists on the KeaBuilder Make integration page, and the Make vs Zapier comparison lays out the criteria side by side.

Vocabulary

Zapier words, in plain English

Seven words cover everything on this page. Read them once, the rest follows.

Zap
The automation you set up on Zapier: one trigger first, then one or more actions that run each time that trigger happens.
Trigger
The event in an app that kicks the Zap off, like a new KeaBuilder order. Once the Zap is on, Zapier waits for it.
Action
The work the Zap does after it starts: the step that writes, sends or changes something in an app on your behalf.
Task
What Zapier bills you for: one action that completes successfully. Your plan's allowance is counted in tasks.
Polling vs instant
A polling trigger is checked by Zapier on a timer. An instant trigger is pushed by the app the moment the event happens.
Filter
A step that lets the Zap continue only when the incoming data meets your condition, and stops it quietly otherwise.
Multi-step Zap
Any Zap with more than one trigger and one action. A second action or a filter turns it into one, and that needs a paid plan.
Cost

What it really costs you

KeaBuilder is not a premium app on Zapier, so the free plan can use it. The bill is about tasks, not about the app.

  • Premium appNo, works on the free plan
  • Free plan100 tasks a month, two-step Zaps only
  • Trigger checksNever billed
  • Failed actionNot counted

The trigger itself is free, and so is every check Zapier makes for new items, however often. You pay one task per action that goes through; an action that fails is not counted. A Zap with three actions uses three tasks per run. The free plan gives you 100 tasks a month and unlimited Zaps, but each Zap stops at two steps: one trigger, one action. Add a filter or a second action and you are on a multi-step Zap, which needs a paid plan.

Connect

Connect your KeaBuilder account

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. You need a working KeaBuilder login, plus access to any contacts or lists you do not own and want the Zap to touch.

  2. 02

    Find KeaBuilder

    Type KeaBuilder in the search box of the dialog, select it, then click Add connection. A new browser tab opens on the KeaBuilder side, ready for your login.

  3. 03

    Sign in and allow access

    Log in to KeaBuilder in that tab and grant Zapier access to the account. The connection is saved once and every KeaBuilder step in every Zap reuses it.

First Zap

Your first Zap: tag every new contact in KeaBuilder

GoalEach time a new contact with an email shows up in KeaBuilder, give it a tag so your nurture sequence starts.

  1. 01

    Create the Zap

    Start a new Zap in the editor. Pick KeaBuilder as the trigger app and Contact Created as the event, then choose your connected account.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent contacts of the account, so you can work on a real record instead of guessing what the fields look like.

  3. 03

    Add the filter

    Click the plus icon, choose Filter, and set the field (Email), the rule and the value. Pick a text rule for a text field, or the filter will never pass. This step makes the Zap multi-step, so a paid plan.

  4. 04

    Add the tag

    Add KeaBuilder again with Add Tag. Map the email from the trigger into Contact Email and type the tag your sequence listens to.

  5. 05

    Test, then publish

    Test the action once and check the contact in KeaBuilder. If the tag is there, click Publish. On the free plan, drop the filter and keep a two-step Zap instead.

Triggers

The 7 KeaBuilder triggers

7 events start a Zap when something happens in KeaBuilder. Zapier checks for them at the interval your plan allows.

1

Checkout

Polling trigger

In Zapier“Triggers when a checkout is completed.”

Starts the Zap when a buyer completes one specific checkout page in KeaBuilder, so what reaches the Zap is a finished purchase, not an abandoned cart.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
you sell a coaching package through one checkout and want the buyer added to your calendar tool or onboarding board.
Watch out
the trigger is tied to one checkout name. Three products on three checkouts means three Zaps, or one checkout per offer you care about.
2

Contacts Updated

Polling trigger

In Zapier“Triggers when there's a contact updated.”

Fires whenever someone edits an existing contact record in KeaBuilder: a new phone number, a corrected email, a changed field.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
your support desk or invoicing tool keeps its own copy of each client, and you want those details to stay in line with KeaBuilder.
Watch out
never pair it with Update Contact on the same account. The update you write counts as an edit, which wakes the Zap up again and loops.
3

Contact Created

Polling trigger

In Zapier“Triggers when there's a new contact.”

Picks up each brand new contact that lands in your KeaBuilder CRM, whatever page or import created it, and hands its details to the next step.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
you want every new person copied into your email platform or a shared lead spreadsheet the sales team works from.
Watch out
a bulk import of old contacts creates a big wave at once, and Zapier may hold it back with its flood protection.
4

Form Submitted

Polling trigger

In Zapier“Triggers when there's a form submitted.”

Runs each time a visitor sends one chosen form on your KeaBuilder site, with the answers the person typed.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
a quote request form on your landing page should post a message to your team channel, so someone calls back the same day.
Watch out
you must pick the form by its name when you set the trigger up. The form has to exist in KeaBuilder first, and one Zap watches one form.
5

List Subscribed

Polling trigger

In Zapier“Triggers when a contact is added in the list.”

Reacts when a contact joins one specific KeaBuilder list, whether a form, an automation or a person put it there.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
joining your VIP list should create a row in the sheet your community manager uses to send welcome packs.
Watch out
the list name is required, so the list has to exist in KeaBuilder before you build the Zap. One Zap watches one list.
6

Order Created

Polling trigger

In Zapier“Triggers when a new order is created.”

Catches every new order recorded in KeaBuilder, across your offers, so your money trail never depends on someone exporting a report.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
you want each sale logged in your bookkeeping spreadsheet or announced in a sales channel, whichever product it came from.
Watch out
orders placed before the Zap was published never come through. Moving the older ones is a separate job.
7

Tag Added

Polling trigger

In Zapier“Triggers when a tag is added in the contact.”

Wakes up when a chosen tag is put on a contact in KeaBuilder. Tags are often the cleanest signal a funnel step has been reached.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
a contact tagged as a hot lead should become a deal card in your project board, ready for a sales call.
Watch out
the tag name is required. Do not add that same tag from another Zap watching this one, or you build a loop.
Actions

The 6 KeaBuilder actions

KeaBuilder gives you 6 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add to a List

Action

In Zapier“Add to a list in the keabuilder.”

Puts an existing contact into one of your KeaBuilder lists, which then feeds the campaigns and automations tied to that list.

When to use it
a webinar attendee from your meeting tool should join the replay list automatically.
Watch out
both the contact email and the list name are required, and the list must already exist.
2

Add Tag

Action

In Zapier“Add tag in the keabuilders contact.”

Sticks a tag on a KeaBuilder contact, so your segments and internal automations know what that person just did elsewhere.

When to use it
a refund processed in your payment tool should mark the contact so upsell emails stop.
Watch out
you need the contact email plus the tag.
3

Create Contact

Action

In Zapier“Creates a contact in the Keabuilder.”

Adds a new person to your KeaBuilder CRM from data coming out of another app, such as a booking tool or a payment form.

When to use it
people who book a discovery call elsewhere should exist in KeaBuilder before your follow-up emails go out.
Watch out
first name, last name and email are all required. A source that only sends an email will fail here.
4

Remove From a List

Action

In Zapier“Remove contact from a list in the keabuilder.”

Takes a contact out of a given KeaBuilder list without deleting the person from the CRM.

When to use it
once a trial user pays, they leave the trial reminder list and stop receiving those nudges.
Watch out
it asks for the email and the exact list name. A typo in the list name and nothing moves.
5

Remove Tag

Action

In Zapier“Remove tag in the keabuilders contact.”

Clears one tag from a KeaBuilder contact, which is often how you close a stage of a funnel.

When to use it
a lead marked as waiting for a call loses that tag once the meeting is booked in your scheduling app.
Watch out
the email and the tag name are both required; the tag must match the one already on the contact.
6

Update Contact

Action

In Zapier“update contacts in the keabuilder.”

Changes the details of a KeaBuilder contact you already have, found through its email address.

When to use it
your billing app holds the fresh company name or phone, and KeaBuilder should carry the same one.
Watch out
the contact email is the only key. If the address differs by one character, the update cannot land on the right person.
When it breaks

When the KeaBuilder Zap breaks

Zapier does not attach any help article to KeaBuilder, and no app-specific limit is documented. What breaks is what breaks on every Zapier connection.

Four situations account for most of the surprises. None of them shows up as a clear error message, which is why they cost time. If you are stuck on one, the Zapier troubleshooting page walks through the usual fixes.

  • Old contacts never come through

    A Zap only reacts to what happens after you publish it. Contacts, orders or form entries from before are ignored, so moving that backlog is a separate job.

  • The Zap that feeds itself

    Contacts Updated plus Update Contact, or Tag Added plus Add Tag on the same tag: the Zap restarts on its own output and burns your tasks fast.

  • The import that stalls

    A bulk import into KeaBuilder suddenly returns a huge batch of new contacts. Zapier's flood protection can hold that batch back instead of running it.

  • Nothing happens for a while

    Every KeaBuilder trigger polls. On the free plan, an event can wait up to 15 minutes before the Zap sees it. Zapier also skips items it already saw.
Need help

Need help automating KeaBuilder with Zapier?

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FAQ

KeaBuilder Zapier integration FAQ

01Is the KeaBuilder Zapier integration free?
Yes, it works on the free Zapier plan because KeaBuilder is not a premium app. The free plan gives you 100 tasks a month and unlimited Zaps, but each Zap is limited to two steps, one trigger and one action. As soon as you add a filter or a second action, the Zap becomes multi-step and Zapier asks for a paid plan. You also need your own KeaBuilder account, since the connection signs in to it.
02How many tasks does a KeaBuilder Zap use?
One task per action that completes. The trigger never costs anything, and Zapier's repeated checks for new contacts or orders are free too, however often they run. A Zap that adds a tag and then adds the contact to a list uses two tasks each time it runs. An action that fails is not counted. Keep an eye on loops, because a Zap that retriggers itself can drain 100 tasks quickly.
03Is KeaBuilder on Zapier real time?
No. All 7 KeaBuilder triggers are polling triggers, so Zapier checks for new items on a timer rather than being told instantly. The interval depends on your plan: every 15 minutes on Free, 2 minutes on Professional, and 1 minute on Team and Enterprise. On paid plans you can also run a check by hand from the editor when testing. The delay matters most for sales alerts and fast lead follow-up.
04What do you need to connect KeaBuilder to Zapier?
A KeaBuilder account you can log in to, and a Zapier account. You add the connection from the Apps page with the Add connection button, sign in to KeaBuilder in the tab that opens and allow access. If the Zap will touch contacts or lists that someone else owns in the account, you also need read or write access to them. The connection is then reused by every KeaBuilder step.
05Why is the form, list or tag dropdown empty?
Because the item does not exist yet in KeaBuilder. Checkout, Form Submitted, List Subscribed and Tag Added each require a name, and the same goes for the list and tag actions. Zapier only offers what it finds in the connected account. Create the form, list or tag in KeaBuilder first, then come back to the Zap and reload the field. It also helps to keep names stable once a Zap depends on them.
06What if the KeaBuilder operation you want is missing?
Then the Zapier connection does not offer it today. The available set is 7 triggers and 6 actions, with no search step and nothing for pages or funnels. You can sometimes work around it by moving the logic into KeaBuilder's own automations, started by a tag the Zap adds. Otherwise, check the same app on Make, which has its own module list, or ask a specialist to look at the use case.
07Zapier, Make or n8n for KeaBuilder?
It depends on your criteria rather than on a winner. Zapier is the quickest to set up and has a free plan that covers simple two-step Zaps with KeaBuilder. Make suits people who want to see branching visually and work with more steps per scenario. n8n fits teams who prefer to host the tool themselves. Compare the operations each one offers for KeaBuilder, the task or operation pricing, and who will maintain it.
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