The Keap Automation Audit: How to Find What's Broken

Step 1: List every active automation

• ●List every published campaign in Keap and put it in a sheet
• ●Add every active Zap that touches Keap (trigger or action)
• ●Add every webhook URL Keap calls out to
• ●For each row, note: what should trigger it, how often you expect it to run, last contact entered, last contact completed, last error

Step 2: Sort by 'days since last completion'

A campaign that has gone quiet needs a review, but that does not mean it is broken. Compare each one against the rhythm you wrote down in step 1. A welcome sequence that runs off a daily lead form and has had no entries for weeks is worth opening. A campaign tied to an annual renewal or a seasonal launch can be quiet for months and be fine. When a quiet campaign should have been busy, the cause is usually one of two things: contacts are not entering it (a tag or form problem), or people are entering and getting stuck (a sequence problem).

Step 3: Open the review candidates and check

• ●Are merge fields pointing to fields that still exist?
• ●Do 'Apply Tag' steps reference tags that still exist?
• ●Do HTTP Post URLs return a success response when you test them in Postman or a similar tool?
• ●Are sequences orphaned, with no goal pointing to them?
• ●Are contacts sitting in a wait step for longer than that step was designed to hold them? That usually means a downstream condition never resolves.

Step 4: Check the Zapier and webhook layer

• ●Open Zap History in Zapier and filter for errored and stopped runs over a recent window, such as the last 30 days
• ●Open each errored Zap and read the error message (often an expired connection or a removed field)
• ●Reconnect the Keap account inside Zapier if any Zap reports an expired or invalid connection
• ●Set up error alerting. Zapier sends its own error emails, and it has a built-in Zapier Manager app that can trigger on Zap errors. Check the current Zapier documentation for what your plan supports, then send those alerts to Slack or a shared inbox that a named person on your team checks

The most important step in this audit is setting up the error alert. In my experience, the most common reason a Keap automation stays broken is that no alert tells you it has stopped working.

Step 5: Document what's running

Keep one shared sheet listing every active campaign, its purpose, its trigger, its expected rhythm, and the last person who edited it. Update it every quarter, and name one person on your team as responsible for it. In my experience, the accounts that stay in good shape are the ones with this sheet and a clear owner.