How to Build a Dynamic Tagging System in Keap for Automated Lead Scoring: A Step-by-Step Guide
For businesses leveraging Keap, simply collecting leads isn’t enough; you need to understand their intent and readiness to buy. A dynamic tagging system, coupled with automated lead scoring, transforms your Keap CRM from a contact database into a powerful sales intelligence engine. This guide will walk you through setting up a sophisticated system that automatically assigns and updates tags based on prospect behavior, ensuring your sales team focuses on the most qualified leads and saving valuable time by prioritizing follow-ups that matter.
Step 1: Define Your Lead Scoring Criteria and Value
Before diving into Keap, clearly outline what actions or data points indicate a lead’s interest and progression through your sales funnel. This could include website visits to key pages, email opens, form submissions, content downloads, webinar attendance, or specific product inquiries. Assign a numeric value to each of these actions. For instance, a whitepaper download might be +10 points, a demo request +50 points, and an email unsubscribe -20 points. Detail these criteria in a spreadsheet, identifying which Keap tags will represent each score bracket or behavioral segment. This foundational planning ensures your tagging strategy directly supports your sales and marketing objectives.
Step 2: Create Your Core Tag Categories in Keap
Navigate to your Keap CRM and begin creating the tags that will form the backbone of your dynamic system. We recommend creating categories for “Lead Score” (e.g., Lead Score: 1-25, Lead Score: 26-50, etc.), “Interest Area” (e.g., Interest: Automation, Interest: CRM Backup), and “Engagement Level” (e.g., Engaged: High, Engaged: Medium). Organize these tags within logical categories to maintain a clean and manageable tag library. A structured tag hierarchy is crucial for scalability and ensuring that your automation rules can easily identify and apply the correct tags without creating redundant or conflicting data.
Step 3: Implement Webhooks and External Triggers for Behavior Tracking
Keap’s strength lies in its ability to integrate with other platforms, and for dynamic tagging, webhooks are your best friend. Utilize tools like Make.com (formerly Integromat) or Zapier to connect Keap with your website, email marketing platform, or other lead generation tools. When a prospect performs a desired action (e.g., visits a pricing page, downloads a specific resource), trigger a webhook that sends this information to your automation platform. This platform will then process the data, assign the appropriate lead score increase, and initiate the Keap tag application, ensuring real-time responsiveness to prospect behavior.
Step 4: Build Automation Rules in Keap to Apply Tags
Within Keap’s automation builder (Campaign Builder), create specific sequences or campaigns triggered by the actions identified in Step 1. For example, if a contact submits a “Demo Request” form, an automation should be triggered to apply a “Lead Score: +50” tag and simultaneously remove any lower-scoring tags. Similarly, set up automations to apply “Interest” tags based on content downloaded or specific email links clicked. This ensures that as a lead interacts with your business, their profile is dynamically updated, providing your sales team with an accurate, real-time snapshot of their engagement and intent.
Step 5: Consolidate and Score Tags for Dynamic Lead Scoring
Now, create an overarching automation that aggregates the individual behavioral tags into a single, comprehensive lead score. This could involve a nightly batch process or real-time updates. For instance, if a contact has “Lead Score: +10”, “Lead Score: +25”, and “Lead Score: +50” tags, an automation calculates their total score (85) and applies the corresponding “Lead Score: 76-100” category tag, removing the individual scoring increment tags. This consolidation ensures that contacts are only ever assigned one core lead score tag, simplifying segmentation and providing clarity for your sales team.
Step 6: Integrate Lead Score with Sales Workflow and Reporting
The final step is to make your dynamic tagging system actionable. Configure your Keap dashboards and reports to display lead scores prominently, allowing your sales team to prioritize their outreach efforts effectively. Set up automations to notify sales reps when a lead reaches a “Hot” lead score threshold or performs a high-intent action like viewing the pricing page multiple times. Regularly review the performance of your tagging system by tracking conversion rates from different lead score segments. This feedback loop allows for continuous refinement of your scoring criteria and ensures the system remains aligned with your business’s evolving sales strategy.
If you would like to read more, we recommend this article: Automated Keap Backups: Your Shield Against Data Loss and Dynamic Tag Disasters
