9 Essential Keap Reports to Monitor After Any Contact Restoration

In the high-stakes world of HR and recruiting, where every candidate, client, and employee interaction is a critical data point, losing even a fraction of your CRM data can be catastrophic. Whether due to a system glitch, a human error, or a necessary platform migration, restoring your Keap CRM data is just the first step. The real challenge—and often the most overlooked—is validating that your restored data is not just present, but fully functional, accurate, and ready to drive your business forward. A contact restoration, while a relief, introduces a period of vulnerability where subtle inconsistencies can wreak havoc on your automations, reporting, and ultimately, your bottom line. We’ve seen firsthand how a single misplaced tag or a missing campaign enrollment can derail entire recruiting pipelines, lead to compliance issues, or cause critical communication breakdowns with candidates. That’s why a systematic validation process is non-negotiable. It’s about more than just seeing your contacts reappear; it’s about ensuring the integrity of the relationships and processes they represent. This isn’t theoretical; it’s a practical safeguard against costly errors and lost opportunities. At 4Spot Consulting, we emphasize proactive measures, and a critical part of that is knowing exactly which Keap reports to scrutinize immediately after a restoration to confirm your operational health. These reports are your frontline defense, providing the clarity and confidence you need to resume operations with precision and peace of mind.

1. Contact Field & Tag Validation Report

After a contact restoration, the foundational integrity of your data lies in the accuracy of your contact fields and tags. This report is your first and most crucial stop. Keap’s powerful tagging system and custom fields are often the backbone of your segmentation, automation triggers, and critical contact details. A thorough check involves running a contact search based on specific tags you know were critical before the restoration, such as “Candidate – Active,” “Client – HR Services,” or “Lead – Webinar Attendee.” Look for discrepancies in the number of contacts associated with these tags. Furthermore, export a sample set of contacts and manually review key custom fields—like “Recruitment Stage,” “Hiring Manager,” “Desired Salary,” or “Start Date”—to ensure the values are correct and haven’t been corrupted or reset. For instance, if you had 500 contacts tagged as “Hiring Managers” prior to the restoration, ensure that same count is reflected, and that their associated custom fields (e.g., “Department,” “Open Reqs”) are intact. Missing tags can break automation sequences, causing candidates to fall out of your funnel or clients to miss important communications. Incorrect custom field data can lead to misinformed outreach, inefficient lead scoring, or even compliance issues if sensitive data is not handled correctly. This isn’t just about numbers; it’s about confirming that the metadata essential for your Keap system to function as designed has been perfectly reinstated, preventing ripple effects across your entire operation.

2. Campaign History & Enrollment Report

Keap campaigns are the lifeblood of automated communication and nurturing sequences for HR and recruiting teams. Post-restoration, it’s not enough for contacts to simply exist; they must be correctly positioned within your ongoing campaigns. The Campaign History Report allows you to verify if contacts are enrolled in the right campaigns, have progressed through stages as expected, and if their historical campaign engagement is accurately reflected. For example, if a contact was halfway through your “New Candidate Onboarding Sequence” campaign before the restoration, they should ideally pick up where they left off. Check for contacts that appear to have dropped out of active campaigns or, conversely, those who have been incorrectly re-enrolled from the beginning. Pay close attention to critical campaigns like “Interview Confirmation,” “Post-Hire Follow-up,” or “Client Onboarding.” A mismatch here means candidates might not receive vital interview details, new hires could miss essential training links, or new clients won’t get their welcome materials. This can lead to frustration, missed appointments, and a poor candidate or client experience, directly impacting your firm’s reputation and efficiency. Validating campaign enrollment ensures your automated workflows continue seamlessly, protecting your investment in sophisticated automation strategies and preventing operational hiccups.

3. Recent Activity & Engagement Report

The Recent Activity and Engagement Report in Keap provides a timeline of interactions with your contacts, including email opens, clicks, web form submissions, and more. After a restoration, this report is critical for verifying that not only were contacts restored, but their valuable interaction history was as well. This historical data is vital for understanding a candidate’s engagement level, a client’s interest in specific services, or an employee’s progress through an internal process. For HR and recruiting, knowing when a candidate last opened an email about a job posting, clicked a link to a company culture video, or submitted an application form is crucial for effective follow-up and segmentation. Without this history, your team is essentially flying blind, potentially reaching out to candidates who have already disengaged or missing opportunities to re-engage warm leads. Look for periods of missing data or inconsistencies in the activity log for key contacts. If a contact had significant activity just before the restoration, but their report shows a sudden blank period, it’s a red flag. This validation ensures that your team has the full context of past interactions, allowing for personalized and timely communication that drives successful outcomes and prevents redundant or inappropriate outreach.

4. Notes & Task History Report

Beyond automated interactions, human-to-human context is vital in HR and recruiting. The Notes and Task History Report is where you confirm the restoration of all the rich, qualitative data that your team relies on daily. This includes call logs, meeting summaries, specific candidate feedback, internal team notes on client interactions, and scheduled follow-up tasks. These notes often contain critical insights that guide your next steps, inform decision-making, and ensure personalized communication. Imagine an HR team without access to detailed notes from a candidate’s final interview or a recruiting firm missing crucial client requirements discussed in a discovery call. The impact on efficiency and quality of service would be immediate and severe. Check for missing notes associated with key contacts or a sudden disappearance of pending tasks that were logged prior to the restoration. Verify that tasks assigned to specific team members for follow-up or internal processes are still present and have the correct due dates. Restoring this data ensures that your team maintains a complete institutional memory, avoids duplicate efforts, and continues to provide a high-touch, informed experience to candidates and clients alike, safeguarding against critical information loss that could jeopardize placements or client relationships.

5. Lead Source & Referral Partner Report

Understanding where your candidates and clients come from is paramount for optimizing your recruitment marketing and business development efforts. The Lead Source and Referral Partner Reports in Keap provide invaluable insights into your most effective channels. After a restoration, it’s essential to verify that this attribution data is intact. Incorrect or missing lead source data can lead to misinformed decisions about where to allocate your advertising budget, which job boards are most effective, or which referral partners are generating the highest quality leads. If a high-value candidate’s original source (e.g., “LinkedIn Recruiter,” “Employee Referral,” “Indeed”) is missing, you lose crucial information for ROI analysis and strategic planning. Similarly, if your agency relies on referral partners, ensuring those relationships and their associated lead data are correctly restored is vital for commission tracking and relationship management. Run reports filtering by your known lead sources and referral partners, looking for any unexpected drops in counts or discrepancies compared to pre-restoration numbers. Validating this data ensures your marketing and business development teams can confidently analyze performance, attribute success, and strategically invest in the channels that yield the best results for your HR and recruiting firm.

6. Email Status & Bounce Report

Email deliverability is a cornerstone of effective communication in HR and recruiting. After a Keap contact restoration, it’s imperative to check the Email Status and Bounce Reports to ensure your contacts’ email addresses are still valid and that your sender reputation hasn’t been inadvertently affected. Sometimes, during a data restoration process, subtle corruptions or outdated entries can re-emerge, leading to an increase in bounces or contacts incorrectly marked as “unengaged.” An uptick in hard bounces, for instance, immediately post-restoration can indicate that email addresses were either not fully restored or that old, invalid data points have resurfaced. This not only wastes your team’s time on emails that won’t be delivered but can also negatively impact your Keap sending reputation, leading to more of your legitimate emails landing in spam folders. Review these reports for any unusual spikes in bounce rates or a change in the status of frequently engaged contacts. Identifying and rectifying these issues quickly will prevent your critical candidate outreach, client updates, and internal communications from being delayed or entirely missed, ensuring your messages reach their intended recipients and maintain the efficiency of your communication channels.

7. Opportunity/Pipeline Report (if applicable)

For HR and recruiting firms that use Keap’s Opportunities feature to manage sales pipelines (e.g., tracking client proposals, job requisition progress, or internal project stages), verifying the Opportunity/Pipeline Report is non-negotiable after a data restoration. This report details the stage, value, and owner of each opportunity, providing a real-time snapshot of your sales and project management efforts. If this data is corrupted or incomplete, your sales forecasts become unreliable, your team can miss critical follow-up deadlines, and your overall visibility into revenue-generating activities is compromised. Imagine a recruiter trying to close a high-value placement without knowing the exact stage of the job requisition, the proposed fee structure, or who the designated client contact is. Review specific opportunities, comparing their pre-restoration status, value, and associated contacts with their current state. Look for opportunities that are missing, have incorrect stages, or are assigned to the wrong team members. Ensuring the integrity of your pipeline data means your business development and account management teams can continue to operate efficiently, close deals, and manage client relationships without interruption, directly impacting your firm’s revenue and strategic growth.

8. Automation Goal Achievement Report

Keap’s strength lies in its automation capabilities, allowing HR and recruiting teams to orchestrate complex sequences based on contact behavior. Automation goals are pivotal checkpoints within these sequences, triggering specific actions or moving contacts between campaigns. After a restoration, the Automation Goal Achievement Report becomes your audit tool for verifying that contacts are indeed achieving their goals as expected and that your automation rules are still firing correctly. For example, if a contact was supposed to reach a “Resume Submitted” goal, which then triggered a follow-up email, you need to confirm that this goal completion is recorded. Discrepancies here can mean contacts are stuck in the wrong part of a campaign, critical follow-ups aren’t happening, or automated tasks aren’t being assigned. This could lead to candidates being overlooked, client onboarding steps being missed, or internal HR processes grinding to a halt. Dive into specific campaigns and observe the flow of contacts through their goals. Any bottlenecks or unexpected halts should be investigated. This report ensures that the intricate web of your Keap automations continues to function flawlessly, protecting your efficiency gains and ensuring no critical action is missed due to restoration-related data issues.

9. List & Segment Membership Report

Effective communication and targeted outreach in HR and recruiting heavily rely on precise segmentation. Your Keap lists and segments dictate who receives specific emails, marketing materials, or recruiting alerts. After a restoration, verifying the List and Segment Membership Report is crucial to ensure contacts are correctly grouped. If contacts are erroneously removed from a critical segment like “Passive Candidates – Tech Industry” or “Clients – Managed Services,” your highly personalized and targeted campaigns will fail. This can lead to sending irrelevant information, missing opportunities to engage with specific audiences, or even breaching compliance if certain communications are only meant for specific groups. Run reports on your most important lists and segments, comparing current membership counts against your records or expectations from before the restoration. Look for any significant deviations. For instance, if your “New Hire Onboarding List” suddenly has fewer members than expected, it’s a sign that new employees might not be receiving their essential welcome kit. Validating list and segment membership ensures that your messaging remains targeted and relevant, preventing communication errors and maximizing the effectiveness of your outreach strategies in a post-restoration environment.

A Keap contact restoration is never a “set it and forget it” event. For HR and recruiting professionals, the integrity of your data directly translates to the efficiency of your operations, the quality of your placements, and the strength of your client relationships. By diligently monitoring these nine essential Keap reports, you move beyond mere data recovery to true data validation. This proactive approach safeguards against the subtle but significant errors that can emerge post-restoration, protecting your automated workflows, ensuring accurate communication, and maintaining the trust of your candidates and clients. At 4Spot Consulting, we understand that your time is valuable, and your data is critical. Implementing a robust validation process after any data restoration isn’t just a best practice; it’s a strategic imperative that ensures your Keap CRM continues to be a powerful engine for your business, not a source of unexpected problems. Don’t let the relief of a restoration overshadow the necessity of verification.

If you would like to read more, we recommend this article: The Ultimate Guide to Keap CRM Data Protection for HR & Recruiting: Backup, Recovery, and 5 Critical Post-Restore Validation Steps