A Guide to Kartra Leads

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Gather contact information for your users and visitors and store them as leads on Kartra.

Kartra allows you to segment your leads with tags and categories. 

You can also create lists to organize your leads and help your users understand and manage their communication preferences.

Key Takeaways:

  • Kartra stores every interaction your leads have with your business
  • Track and analyze your lead’s interactions with your business to create behavior-based follow-ups

What Are Kartra Leads?

Kartra can help you gather, manage, and organize your leads.

A Kartra lead is the contact details of users interested in your product or service.

You can gather a huge amount of contact information on Kartra, but an email address is the only necessary information.

Should I Use Kartra to Gather Leads?

  • All-in-One Marketing PlatformKartra is an all-in-one marketing platform. This means you can link your leads with every aspect of your business. This allows you to create a seamless experience and send relevant content to your leads to convert them into customers.
  • Easy to Manage and Organize – Kartra makes it easy to manage your contacts. You can create tags and assign them to your leads to segment them into groups.
  • Lead Scoring – Create a scoring system for your leads. For example, you could grant a certain number of points for each product purchase or interaction. Then, when they reach a certain number of points, you could create an automation that grants them access to a special offer or event, assign them a tag, or anything else.
  • Kartra Tracking – Within your lead’s profile, you can see a log of the actions they’ve taken. You can analyze your lead’s behavior to learn the patterns. Use this information to create a follow-up system based on their behavior and optimize your campaigns.
Kartra Tracking

How to Add and Import Leads to Kartra

There are several ways to add leads to your Kartra account.

You can collect leads from forms or manually add them.

First, we’ll look at creating a form that enables you to gather leads: 

  1. Log into your Kartra account.
  2. Click “Forms.”
How to Add and Import Leads to Kartra
  1. Click the “+ Form” button.
  2. Enter your form name and click “Create.”
Click the “+ Form” button
  1. Choose which information you want to collect with the form and click “Save.”
information you want to collect

For this example, we’ll only collect the email address, so we can remove the other fields. However, if you want to collect more information, you can add the fields here.

You can click on the pencil icon to change the field label and placeholder text and save your changes.

change the field label
  1. Click “Save and Next.”
Click “Save and Next.”
  1. Choose whether you’ll require a single or double opt-in. Click “Save” and then “Save and Next.”
Choose whether you’ll require
  1. Select where you want to direct those who subscribe to your opt-in. Click “Save” and “Save and Next.”
For this example, we’ll use a Thank You page we created earlier. You can create a Thank You page from the “Pages” tab on your sidebar menu.
Thank You page we created earlier
  1. Choose whether you want to send a welcome message to those who opt in. This could be an email or SMS (depending on the contact information you collect).
In this example, we’ll set up an email to send to those who opt in.
  1. Select “Send a Welcome Email” and select your email gateway. We’ll use KartraMail.
  2. Complete the Title, Preview Text, and Email fields. Click “Save” and “Save and Next.”
Title, Preview Text, and Email fields
  1. Select whether you want to assign tags, subscribe to lists or sequences, or use advanced automations. Click “Save and Next.”
Select whether you want to assign tags
In this example, we’ll leave these blank, but you can adjust these to your business.
  1. Customize your Form Design by clicking “Change.”
We want to use this form on one of our Kartra pages, so we’ll select “I Will Use the Form in Another Kartra Asset.”
Choose whether you’ll require
  1. Click “Save and Next” to complete your form.

Now, you need to locate or create the page you want to add your opt-in form to. In this example, we’ll create the page. However, if you’ve already done this, skip to step five.

To do this, follow these steps:

  1. Click “Pages.”
  2. Click “+ Page.”
Save and Next
  1. Choose a template or click “Blank Page” to create your page from scratch.
In this example, we’ll select the Gray and Blue Opt-In Lead Form.
Blank Page
  1. Name the page and select the Category and Site. Click “Create.”
Edit Style
  1. Hover over the form placeholder and click “Edit Style.”
This will open a menu bar that allows you to select your form.
form placeholder and click “Edit Style
  1. Select the form you created and click “Apply.”
  2. Customize the rest of your form to suit your business and brand using the menu on the left-hand side of the screen.
  3. Click “Actions” and “Save Progress.”
  4. Once you’re ready to launch the page, click “Publish Live.”
Save Progress

You’ve now created a form to collect leads and launched it on your opt-in page.

Next, we’ll look at creating individual leads. 

  1. Select “Communications.”
Select “Communications
  1. Click “+ Leads.”
  2. Select “Create a New Lead.”
Create a New Lead
  1. Enter your lead details. You can also add custom fields.
The only required information is the lead’s email address, but you can enter as much information as you want or have for the lead.
  1. Assign any tags and add any notes.
add custom fields
  1. Click “Save.”
And lastly, this is how you import a batch of leads at once:
  1. Select “Communications.”
  2. Click “+ Leads.”
Select “Communications
  1. Select “Import a Batch of Leads.”
Select “Import a Batch of Leads.”
  1. Choose whether you want to import or manually add your contacts.
Choose whether you want to import or manually add your contacts.

Kartra allows you to import CSV and TXT files. 

If you’re manually entering your contacts, you need to separate your contacts by line and fields with a comma.

Kartra allows you to import CSV
  1. Click “Save and Next.”
  2. Match the imported fields and click “Save and Next.”
Match the imported fields
  1. Check the records and click “Save and Next.”
Check the records and click “Save and Next.”
  1. Choose whether you want to assign any tag, subscribe to a list, or subscribe to a sequence.
assign any tag
  1. Click “Save and Next.”
  2. Complete the questionnaire and click “Save and Next.”
Complete the questionnaire
  1. Click “Save and Next.”
This will complete the import process.

Kartra Lead Profile Overview

You can find out everything your user has done on your site, as well as all of the products they own, emails and sequences they’re subscribed to, and much more.

To open your Kartra lead’s profile, click “Communications” and select “Leads.” Then, click on the lead’s name.

Select “Leads

This will open their profile.

This will open their profile.

The profile has the following tabs:

  • Profile – This includes all of your lead’s personal details, like name, email, phone number, address, social media, and any custom fields you create. There is also an overview on the right-hand side that shows their lead score, value, and join date. 
    Beneath these tabs, there is the source and any tags or notes you’ve added.
  • Lists – The list tab shows which lists the user is subscribed to or has been unsubscribed from. The actions button shows the actions you can take. You can also add your leads to lists from here.
  • Emails – These are the emails the contact has been sent. It also shows the status of each email.
  • Sequences – See which sequences a lead is subscribed to or has unsubscribed from, along with the current step in the sequence and any actions.
  • Memberships – View the memberships the lead has access to and their access level. You can also grant and revoke access to memberships and resend users their login details.
  • Webinars – View the user’s webinars and sessions.
  • Surveys – See the surveys a user has taken part in.
  • Calendars – See the lead’s calendar appointments, reservations, and interactions. You can also change and cancel the existing appointments and add new ones.
  • Orders – View all of the transactions a lead has made.
  • Helpdesk – See all the interactions the lead has had with your helpdesk and their request tickets.
  • Log – View everything the lead has been involved with. This includes the communications, tags, sequences, orders, and anything else Kartra-related.

How to Manage Kartra Leads

You can organize your leads into lists and add tags to help group your leads together. You can also organize your tags into categories.

Difference Between Lists, Tags, and Categories

The main difference between lists and tags is that leads can unsubscribe themselves from lists.

  • Lists are groups of leads that are subscribed to the same communications. Leads can view and manage their list subscriptions. 
  • Lists are designed to be broad topics. For example, they could be “Product Updates” or “Latest Brand News.” These are easy for a lead to understand, and they shouldn’t overwhelm the lead when they view the lists they are subscribed to.
  • Tags allow you to manage and group your leads. Your leads don’t see tags, so you can make them as complex or specific as you like. For example, you might want to create tags such as “Opened Interest in Upgrade Email” and “Purchased Upgrade Now VIP.” 
  • Categories are groups of tags. For example, if we look at the above tags, you could group the tags into a category like “Upgrade Members Campaign.”
Visible to User
Users Can Manage

Kartra Lead Lists

Kartra allows you to create lists to send specific communications to your leads.

How to Create a Kartra List for Leads

  1. Click “Communications” and select “Lists.”
  2. Click “+ List.”
  3. Enter an internal list name and a public description.
How to Create a Kartra List for Leads

Your public description will be visible to those on the list. For example, if the list is subscribed to an email sequence, but if a lead wants to unsubscribe, they will see the public description name as the option to unsubscribe.

public description

Your list has now been created. Next, you can add leads to your list. You can do this by importing leads or creating an opt-in form. Alternatively, you can select “Back to My Lists” and open your leads. From here, you can assign the leads to the list.

has now been created

You can assign your existing leads to your lists in two ways.

The first requires you to assign each lead individually:

  1. Select “Leads.”
  2. Click on the name of the lead you want to add to the list.
  3. Choose the “Lists” tab.
Select “Leads
  1. Select the list from the dropdown and click “Add.”
Select the list from the dropdown
  1. Press Save.
The second option allows you to select and add multiple leads to the list:
  1. Select “Leads.”
  2. Check the box next to the name of the lead you want to add to the list.
Press Save
  1. From the Actions dropdown menu, select “Subscribe to List.”
  2. Select the List and click “Save.”
Subscribe to List

Kartra Lead Tags and Categories

A tag can be applied to your leads, and you can organize your tags using categories.

Categories allow you to group and easily identify similar tags so that you can create targeted campaigns.

For example, you might create the following tags:

  • Basic-Member
  • Advanced-Member
  • VIP-Member

You could then organize these three tags into the following Category:

  • Membership-Sales

How to Create Kartra Tags and Categories to Organize Leads

To create a tag, follow these steps:

  1. Click “Communications.”
  2. Select “Tags.”
  3. Select the “Categories” tab.
  4. Click “+ Category.”
How to Create Kartra Tags and Categories to Organize Leads
  1. Enter the category name.
Enter the category name.

To create a tag, follow these steps:

  1. Click “Communications.”
  2. Select “Tags.”
  3. Click “+ Tag.”
Click “+ Tag.”
  1. Enter a tag name and description, assign a category, and decide whether the tag has an expiration date, and click “Create.”
select the Category

Once you’ve created your tags, you can assign them to your contacts.

You can assign tags to your existing leads in two ways.

The first requires you to assign the tag to each lead individually:

  1. Select “Leads.”
  2. Click on the name of the lead you want to tag.
Select “Leads
  1. From the profile tab, click “+ Add” tag.
From the profile tab, click “+ Add” tag.
  1. Select the category and tag. Click “Add.”
Select the category and tag. Click “Add.”

The second option allows you to select multiple leads and tag them all:

  1. Select “Leads.”
  2. Check the box next to the name of the leads you want to tag.
  3. From the Actions dropdown menu, select “Assign Tag.”
Select “Leads
  1. Select the category and tag. Click “Add.”
Select the category and tag. Click “Add.”

Frequently Asked Questions

Yes, Kartra has a built-in CRM tool. It allows you to manage your leads and send email and SMS communications.

Yes. Kartra has both email and SMS communications available.

You can add their name, email address, contact numbers, address, social media, and create custom fields. The custom fields allow you to add anything to your Kartra’s leads profiles.


About Authors

  • Samuel Fletcher

    Samuel Fletcher is a entrepreneur with over 15 years in online course development. With an in-depth understanding of online course platforms, including Kajabi, Thinkific, LearnWorlds, and more, he has not only created courses on these platforms but has also assisted others in their course creation journeys. Beyond his hands-on experience, Sam is a passionate blogger, online business mentor, and a proactive contributor to community initiatives. His commitment to excellence and belief in dedication, perseverance, and unwavering commitment drives his success. Recognizing the gap in unbiased, quality information about online course platforms, he co-founded SupplyGem. In addition to his leadership role, Samuel serves as a Technical Writer at SupplyGem, sharing his expertise with a broader audience. Moreover, he's an active member of professional associations such as the Association for Talent Development (ATD), The Learning Guild, and others, underlining his dedication to continuous learning and industry advancement.

  • Dr. Angelia Cline, Ed.D.

    Dr. Angelia Cline, Ed.D., has over 20 years of extensive editing expertise and a commendable academic foundation from William Carey University. Besides her position as a Chief Editor for SupplyGem, she is also an Instructional Designer. Dr. Cline manages the Learning Management System (LMS) for a large team, skillfully converting SME knowledge into engaging courses. With over 12 years of teaching experience, she has demonstrated her aptitude across various subjects and educational settings. At William Carey University, Dr. Cline achieved an Ed.D. in Educational Leadership, a Master’s in Teaching of the Gifted and Talented, and another in English Language and Literature. She also secured her BA in English from The University of Southern Mississippi. Her proficiencies range from research and differentiated instruction to educational leadership.

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Disclosure: I am an independent Kartra Affiliate, not an employee. I receive referral payments from Kartra. The opinions expressed here are my own and are not official statements of Kartra.

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