Migrating from Kit to Keap

Complete Guide: Migrating from Kit (ConvertKit) to Keap (Same AccessAlly Site)

Why This Migration Is Particularly Complex

This is not a typical CRM switch – it’s a platform upgrade:

Common reasons for upgrading from Kit to Keap:

• Need CRM Features: Keap offers deals, pipelines, appointments, tasks
• Business Growth: Outgrown Kit’s simple creator-focused toolset
• Sales Team: Need proper CRM for sales pipeline management
• Advanced Automation: Keap’s campaign builder more powerful than Kit sequences
• Payment Processing: Keap has built-in payment gateway (Kit requires external)
• Client Management: Coaching/service businesses need Keap’s client management

---

What You’ll Need Before Starting

✅ Required Access & Accounts

• WordPress admin access to your AccessAlly site
• Kit (ConvertKit) admin access (for data export)
• Keap account (must be set up and configured first)
• AccessAlly license that supports CRM switching
• Access to your payment gateway (Stripe or PayPal)
• Budget for training: Keap has 40+ hour learning curve
• Time commitment: 8-12 hours for migration alone

📋 Complete the Pre-Migration Checklist

Before proceeding, work through the complete Pre-Migration Checklist. Key items include:

• Full backup of WordPress site and database
• Export of all Kit subscriber data
• CRITICAL: Complete audit of ALL Kit tags and how they’re used
• Strategic plan for organizing flat tags into Keap categories
• Identify which Kit tags should become Keap custom fields instead
• Document every location where tags are referenced in AccessAlly
• Staging site setup (MANDATORY for this migration)
• Request 2-site exception from AccessAlly support
• Downtime plan (expect 4-6 hour window)
• Member communication plan (login process will change)

---

Phase 1: Pre-Migration Setup (4-6 hours)

Step 1: Set Up and Learn Your Keap Account

Keap is significantly more complex than Kit. Do NOT rush this step.

1. Sign up for Keap (choose appropriate tier – $79/mo minimum)
2. Complete Keap onboarding training (2-4 hours – don’t skip this)
3. Configure basic account setup (company info, timezone, sender email)
4. Set up email deliverability (SPF, DKIM records)
5. Test email sending (create test campaign)
6. Learn Keap’s campaign builder (watch tutorials)
7. Understand tag categories concept
8. Learn Keap’s custom field system (underscore prefix)
9. Explore CRM features (deals, pipelines, tasks)

Step 2: Export Your Data from Kit (ConvertKit)

1. Log into your Kit account
2. Go to Subscribers → Export
3. Select “All Subscribers”
4. Choose to include all fields and tags
5. Download CSV export
6. Also export sequences separately (for reference when rebuilding)
7. Document all active forms and their purposes

What’s included in Kit export:

• Email addresses
• First names (Kit doesn’t separate first/last by default)
• Custom fields (Kit has limited custom field support)
• Tags (likely your primary data organization method)
• Subscription date

What’s NOT included:

• Sequences (must be rebuilt in Keap campaigns)
• Forms (must be recreated)
• Email broadcast history
• Visual automation workflows

Step 3: Analyze Your Kit Tag Strategy

This is the most important strategic step. Kit uses tags heavily because it lacks robust custom fields. Keap offers both custom fields AND categorized tags.

Decision framework for each Kit tag:

If Kit Tag Represents…	In Keap, Use…	Example
Membership level	Keap tag in “Membership” category	Kit tag “Gold Member” → Keap Membership::Gold Member
Purchase history	Keap tag in “Products” category	Kit tag “Bought Course A” → Keap Products::Course A
Lead status	Keap custom field (dropdown)	Kit tags “Hot Lead”, “Cold Lead” → Keap field _LeadStatus
Interests/preferences	Keap tags in “Interests” category	Kit tag “Interested in SEO” → Keap Interests::SEO
Single-value attribute	Keap custom field	Kit tag “Industry: Healthcare” → Keap field _Industry = Healthcare
Behavior tracking	Keap tag in “Engagement” category	Kit tag “Clicked Link X” → Keap Engagement::Link X

Step 4: Create Your Comprehensive Tag & Field Strategy Document

Create a spreadsheet with these columns:

Kit Tag	Keap Solution	Keap Category (if tag)	Keap Field Name (if field)	Used in AccessAlly?	Migration Impact
Gold Member	Tag	Membership	N/A	YES – Module access	Update tag name in AccessAlly
Lead: Hot	Custom Field	N/A	_LeadStatus (dropdown)	NO – Internal only	Convert tag to field value
Bought Course A	Tag	Products	N/A	YES – Order form	Update order form tags

Step 5: Set Up Tag Categories and Custom Fields in Keap

Create Tag Categories:

1. Go to Keap → CRM → Tags
2. Click “Add Category”
3. Create logical categories:
   • Membership (for membership levels)
   • Products (for purchase history)
   • Interests (for preferences)
   • Engagement (for behavior tracking)
   • Status (for lead/customer status)
4. Within each category, create individual tags
5. Use clear, consistent naming

Create Custom Fields:

1. Go to Keap → Settings → Custom Fields → Contacts
2. Click “Add Custom Field”
3. Choose appropriate field type (Text, Number, Dropdown, Date, Checkbox)
4. CRITICAL: All custom field names MUST start with underscore: _FieldName
5. Example: _MembershipLevel, _SignupDate, _Industry
6. Set dropdown options if applicable
7. Note the exact field names for CSV mapping

Step 6: Map Kit Data to Keap Structure

Use the Data Mapping Reference Guide for complete field mappings.

Kit Field	Keap Field	Notes
Email	email	Required
First Name	first_name	Standard field
Last Name (if split)	last_name	May need to split from “First Name”
Tags	Tags (with categories)	Flat → Categorized
Custom Fields	_CustomField (underscore prefix)	Kit has few, Keap has many
Opted In Date	date_created	Optional

Step 7: Connect Keap to AccessAlly (Staging Site First)

1. On your STAGING site, go to AccessAlly → Settings → General
2. Change CRM from Kit to Keap
3. Enter Keap API credentials:
   • App Name (your Keap app ID)
   • Encrypted Key (from Keap → Admin → Settings → Application)
4. Click Save and Test Connection
5. Verify connection successful

---

Phase 2: Migration Execution (3-5 hours)

Step 8: Prepare CSV for Import

Transform your Kit export to match Keap requirements:

1. Open Kit export CSV in Excel or Google Sheets
2. Add/rename columns:
   • Ensure “email” column exists
   • Split “First Name” into first_name and last_name if needed
   • Rename custom field columns to Keap format: _FieldName
   • Keep tags column, but plan to manually categorize after import
3. Save as new CSV: “kit-to-keap-import.csv”

Step 9: Import Contacts via Migration Wizard

1. On staging site, go to AccessAlly → Migration Wizard
2. Upload your prepared CSV
3. Map fields to Keap
4. Enable “Create contacts in CRM”
5. Enable “Apply tags”
6. Start import

What happens:

• Contacts created in Keap
• Tags applied (initially as flat tags)
• Custom fields populated
• Contact IDs linked in WordPress

Step 10: Organize Tags into Categories in Keap

This is manual work but critical:

1. Go to Keap → CRM → Tags
2. View all imported tags (they’ll appear as uncategorized)
3. Drag each tag into its appropriate category
4. Follow your strategy document from Step 4
5. Verify tag names are correct

After categorizing, tag names will include category prefix:

• “Gold Member” becomes “Membership::Gold Member”
• “Bought Course A” becomes “Products::Course A”
• “Interested in SEO” becomes “Interests::SEO”

Step 11: Convert Appropriate Tags to Custom Field Values

For Kit tags that should become Keap custom fields (from your Step 4 strategy):

1. Identify contacts with specific Kit tags
2. Use Keap’s bulk update to set custom field values
3. Example: Contacts with “Lead: Hot” tag → set _LeadStatus = “Hot”
4. Remove the old tags after field values are set
5. Use Keap campaigns or rules to automate this if many contacts

Step 12: Update ALL AccessAlly Tag References

This is the most time-consuming step. Every tag reference in AccessAlly must be updated to match new Keap tag names (with category prefixes) or converted to custom field logic.

1. Go to each AccessAlly Module with tag-based access
2. Update tag names to include category prefix (e.g., “Membership::Gold Member”)
3. Update protected page access rules
4. Update order form tag assignments
5. Update email wizard tag triggers
6. Update automation trigger rules
7. Update membership level tag associations

For tags converted to custom fields:

• Update AccessAlly logic to check custom field values instead of tags
• May require using AccessAlly shortcodes or conditional logic
• Test thoroughly – custom field logic works differently than tags

Step 13: Link Payment Gateway Subscriptions

1. Export active subscriptions from Stripe or PayPal
2. Match to member emails
3. Verify subscription IDs stored correctly in AccessAlly
4. Test failed payment handling

Detailed subscription migration guide

Step 14: Rebuild Kit Sequences as Keap Campaigns

Kit sequences must be rebuilt in Keap’s campaign builder:

Kit Feature	Keap Equivalent	Notes
Sequence	Campaign	More powerful, steeper learning curve
Tag trigger	Campaign entry trigger	Update to use categorized tag names
Timed emails	Sequence with delays	Similar concept
Automation rules	Campaign logic (if/then)	More sophisticated options
Visual automation	Campaign builder	Keap builder is more complex

Step 15: Update Forms

Replace Kit forms with Keap or AccessAlly forms:

Option 1: Use Keap Forms

• Create forms in Keap
• Embed on WordPress pages
• Set up tag assignments (with categories)

Option 2: Use AccessAlly Forms (Recommended)

• Better WordPress integration
• Submit to Keap via API
• More styling control
• Update tag assignments to use categorized tags

---

Phase 3: Go-Live and Verification (3-4 hours)

Step 16: Extensive Staging Testing

Because this is a major platform upgrade, testing is CRITICAL:

• ✅ Test login for members with different membership levels
• ✅ Verify EACH membership level can access correct content
• ✅ Check EVERY module access rule works
• ✅ Test EVERY protected page
• ✅ Verify forms submit and apply correct categorized tags
• ✅ Test purchase flow end-to-end
• ✅ Verify automation campaigns fire correctly in Keap
• ✅ Test subscription linking and failed payment handling
• ✅ Verify custom field logic works correctly
• ✅ Test new Keap features (pipelines, tasks, appointments)

Step 17: Switch Live Site to Keap

Only after staging tests pass completely:

1. Schedule 4-6 hour downtime window (longer than typical CRM switch)
2. Put site in maintenance mode
3. Create fresh backup
4. Export final Kit data (catch any new subscribers since staging)
5. Switch AccessAlly to Keap (same steps as staging)
6. Import any new contacts
7. Categorize new tags in Keap
8. Update ALL tag references (again, on live site)
9. Test access for multiple membership levels
10. Take site out of maintenance mode
11. Monitor intensely for first 2-4 hours

Step 18: Complete Post-Migration Verification

Work through the Post-Migration Verification Checklist.

Kit → Keap specific checks:

✅ Tag Structure Verification

• All tags organized into appropriate categories
• Tag names include category prefixes in AccessAlly rules
• No orphaned uncategorized tags
• Tag-converted-to-fields working correctly

✅ Custom Fields Verification

• All custom fields use underscore prefix
• Field values populated correctly
• AccessAlly logic using fields (not tags) works

✅ Contact ID Linking (CRITICAL)

• Random sample of 10 contacts – verify Contact IDs match
• Test tagging in Keap grants access in AccessAlly
• Test removing tag removes access

✅ New Keap Features

• Sales pipeline configured (if using)
• Appointment scheduler working (if using)
• Task assignments functioning (if using)
• Lead scoring active (if using)

Step 19: Member Communication

Your members may notice changes – communicate proactively:

Subject: We’ve upgraded our member system

Hi [First Name],

We’ve upgraded to a more powerful business system to serve you better. Your account has been transferred and all your content access remains the same.

What’s changing:

• Our backend system (Keap) is more robust
• Your login and content access are unchanged
• You may need to reset your password (use “Forgot Password” if needed)

What’s NOT changing:

• Your membership level and benefits
• Your content access
• Your billing (unless you’re on the same subscription)

Questions? Reply to this email.

Step 20: Monitor for 14 Days (Extended Period)

Due to complexity, monitor for TWO weeks instead of one:

• Days 1-3: Immediate access issues and login problems
• Days 4-7: Tag-related access issues, category prefix problems
• Days 8-14: Subscription/payment issues, automation issues, Keap learning curve issues

Keep Kit active for 30 days as a safety net.

---

Troubleshooting Common Issues

Issue 1: Members Have Tags But Can’t Access Content

Symptoms: Members have correct tags in Keap but getting “insufficient permissions” errors

Causes:

• AccessAlly access rules reference old Kit tag names (flat tags)
• Tag names in Keap have category prefixes, but AccessAlly rules don’t
• Case sensitivity mismatch
• Contact ID linking issue

Solution:

1. Check the member’s tags in Keap (note exact spelling with category prefix)
2. Go to the module or page they can’t access
3. Check “Who Can Access” settings
4. Update tag name to EXACTLY match Keap (including “Category::” prefix)
5. Test access again

Issue 2: Confused About Tag Categories vs. Tags

Symptoms: Not sure how to reference categorized tags in AccessAlly

Solution:

• In Keap, tags display as “Category::TagName”
• In AccessAlly, reference them the same way: “Membership::Gold Member”
• The “::” separator is important
• Category is not optional – must include full name

Issue 3: Custom Fields Not Working in AccessAlly

Symptoms: Custom field values set in Keap but not recognized in AccessAlly

Causes:

• Field name doesn’t have underscore prefix
• Field name capitalization mismatch
• AccessAlly trying to use it as a tag instead of field

Solution:

1. Verify field name in Keap starts with underscore: _FieldName
2. Check exact capitalization
3. In AccessAlly, use custom field logic (not tag logic)
4. Test with a single contact first

Issue 4: Overwhelmed by Keap Complexity

Symptoms: Can’t figure out how to build campaigns or use Keap features

Solution:

• This is normal – Keap has steep learning curve
• Take Keap University courses (free)
• Join Keap Community forums
• Consider hiring Keap certified consultant for training
• Budget 40+ hours to become proficient
• Don’t try to use all features at once – start simple

Issue 5: Kit Sequences Not Working in Keap

Symptoms: Automated emails not sending as expected

Causes:

• Kit sequences weren’t rebuilt in Keap campaigns
• Campaign triggers reference old flat tags (not categorized)
• Campaign not published/activated in Keap

Solution:

1. Verify campaign is published in Keap
2. Check entry trigger uses categorized tag name
3. Test manually triggering campaign with test contact
4. Review Keap campaign builder tutorials if needed

Issue 6: Need to Rollback to Kit

If critical issues occur:

1. Change AccessAlly CRM connection back to Kit
2. Re-enter Kit API credentials
3. Verify connection
4. Test member access (should restore with original tag names)
5. Contact AccessAlly support for migration help

---

Leveraging New Keap Features

Now that you’ve upgraded from Kit’s simple toolset to Keap’s full CRM, take advantage of features you didn’t have before:

Sales Pipeline Management

• Move qualified leads through sales stages
• Track deals and revenue forecasting
• Assign follow-up tasks to sales team
• Use pipeline reports for sales analytics

Appointment Scheduling

• Embed appointment calendar on your site
• Automate appointment reminders
• Sync with Google Calendar
• Use for sales calls, onboarding, coaching

Advanced Segmentation

• Use custom fields + categorized tags for sophisticated segmentation
• Create saved searches for complex contact queries
• Build dynamic lists based on behavior + attributes

Task Management

• Assign follow-up tasks to team members
• Automate task creation via campaigns
• Use for client onboarding checklists

Lead Scoring

• Score leads based on behavior (email opens, page visits)
• Trigger sales follow-up when score threshold reached
• Focus on hottest leads first

---

Migration Timeline

Total Time Estimate: 8-12 hours (plus ongoing Keap learning)

Phase	Time	Notes
Keap Learning & Setup	2-4 hours	Don’t rush this – critical foundation
Tag Strategy Document	2-3 hours	Most important strategic step
Data Export & Mapping	1 hour	Standard export
Keap Tag Categories & Fields Setup	1-2 hours	Manual but essential
Staging Setup & Import	2-3 hours	Includes tag categorization
Update ALL Tag References	3-5 hours	Most tedious step
Rebuild Sequences as Campaigns	2-4 hours	Learning curve involved
Extensive Testing	3-4 hours	Test EVERY access rule
Live Site Switch	4-6 hours	Downtime required
Ongoing Keap Mastery	40+ hours	Budget 3-6 months to master

---

Cost Comparison: Kit vs. Keap

Ensure you’re prepared for the cost increase:

Contact Count	Kit Cost	Keap Cost	Increase
0-1,000	$9-29/mo	$79-129/mo	~$50-120/mo
1,000-5,000	$29-79/mo	$129-199/mo	~$50-170/mo
5,000-10,000	$79-99/mo	$199-299/mo	~$100-220/mo
10,000+	$99+/mo	$299+/mo	~$200+/mo

Keap is worth the cost if you use:

• Sales pipeline and deal tracking
• Appointment scheduling
• Task management for team
• Advanced CRM features
• Lead scoring

Keap may be overkill if you only:

• Send email broadcasts
• Manage membership tags
• Run simple sequences
• Have no sales team

---

Should You Hire Professional Help?

Consider professional migration assistance if:

• You have 100+ Kit tags to categorize and remap
• You have complex tag-based access rules across many modules
• You have 1,000+ active members
• You can’t afford 4-6 hours of downtime
• You’re not comfortable with Keap’s complexity
• Your business can’t tolerate access issues
• You want to leverage Keap’s advanced features correctly from day 1

Professional help can:

• Develop optimal tag categorization strategy
• Automate tag remapping via scripts
• Set up Keap campaigns correctly first time
• Configure pipelines and advanced features
• Reduce downtime to 1-2 hours
• Provide Keap training for your team
• Minimize member-facing issues

Contact AccessAlly support to discuss migration assistance and Keap setup consulting.

---

Need Help?

Related Guides:

• Pre-Migration Checklist
• Post-Migration Verification
• Data Mapping Reference
• How to Migrate CRMs
• Keap → ActiveCampaign (reverse migration if needed)

External Resources:

• Keap University (free courses)
• Keap Community forums
• Keap API documentation
• Keap certified consultants directory