Kartra Leads • In-Depth Guide for Lead Management (2023)

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 Platform – Kartra 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.

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:

Log into your Kartra account.
Click “Forms.”

Click the “+ Form” button.
Enter your form name and click “Create.”

Choose which information you want to collect with the form and click “Save.”

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.

Top Tip We’ve found that the more information you request, the less people submit their information. You might find that the users who do submit your form with more data requested are more committed to your campaign.

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

Click “Save and Next.”

Choose whether you’ll require a single or double opt-in. Click “Save” and then “Save and Next.”

Top Tip A single opt-in will subscribe your lead without requiring them to confirm their email address. This will often give you a higher number of opt-ins. However, if you require a double opt-in, the quality of your subscribers will usually be higher. This is because they are committed to subscribing to your form.

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.

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.

Select “Send a Welcome Email” and select your email gateway. We’ll use KartraMail.
Complete the Title, Preview Text, and Email fields. Click “Save” and “Save and Next.”

Select whether you want to assign tags, subscribe to lists or sequences, or use advanced automations. Click “Save and Next.”

In this example, we’ll leave these blank, but you can adjust these to your business.

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.”

Note! If you want to embed the form on a third-party page, click “I Will Embed the Form in a 3rd Party Page.” This will launch the form builder. Here, you can customize the style of the form.

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:

Click “Pages.”
Click “+ Page.”

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.

Name the page and select the Category and Site. Click “Create.”

Hover over the form placeholder and click “Edit Style.”

This will open a menu bar that allows you to select your form.

Select the form you created and click “Apply.”
Customize the rest of your form to suit your business and brand using the menu on the left-hand side of the screen.
Click “Actions” and “Save Progress.”
Once you’re ready to launch the page, click “Publish Live.”

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.

Select “Communications.”

Click “+ Leads.”
Select “Create a New Lead.”

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.

Assign any tags and add any notes.

Click “Save.”

And lastly, this is how you import a batch of leads at once:

Select “Communications.”
Click “+ Leads.”

Select “Import a Batch of Leads.”

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.

Click “Save and Next.”
Match the imported fields and click “Save and Next.”

Check the records and click “Save and Next.”

Choose whether you want to assign any tag, subscribe to a list, or subscribe to a sequence.

Click “Save and Next.”
Complete the questionnaire and click “Save and Next.”

Note! The questionnaire confirms that your imported contacts were obtained legally.

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.

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.”

	List	Tag	Categories
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

Click “Communications” and select “Lists.”
Click “+ List.”
Enter an internal list name and a public description.

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.

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.