What should each Kajabi form do for a new inquiry?

Give each priority a Kajabi form with one job. Hot gets a tag and one short email that asks them to book. Warm gets a tag and a short sequence that answers the usual questions. Cool gets a tag and something useful, with no push. Cold and Not a fit get nothing.

That is an opinion, not a rule. It starts from how Kajabi sees an inquiry.

Why does the form carry the priority?#

Qualiform scores each inquiry and gives it a priority. When a lead says yes to emails, Qualiform submits it to the Kajabi form you picked for that priority. It sends the email, the name, and the phone when the form asked. It does not send a priority tag.

So in Kajabi, the form is the only thing that knows the priority. Whatever you want to remember about a Hot lead, the Hot form has to do on its own. That is the case for Add a Tag on every form. A tag named "Qualiform Hot" is how you find these people next month, long after the form ran.

The guide to starting Kajabi automations by priority has the steps to build each form and connect it. This post is about what to put on them.

What should the Hot form do?#

Add a tag, then send one short email. Hot is the inquiry that fits you best by your own rules. The email has one job, which is to ask them to book a time.

On a form's Automations, Kajabi offers Send an email and Subscribe to Email Sequence. For Hot, either works.

Keep it short, with one link. A Hot lead is closest to saying yes, and anything extra gets between them and the calendar. Whether you sell a course, a coaching program, a membership, or a community, the email reads the same way. "Thanks for the details. Here is the next step. Pick a time that suits you."

What should the Warm form do?#

Add a tag, then subscribe them to a short sequence. Three emails is plenty.

Warm is a fit with one gap. Someone who found you through your podcast may not know what you sell yet. A buyer may not know which program suits their level. A person thinking about a membership may not have seen what is inside. The sequence closes that gap, one question per email.

Pick the three questions you answer most often by hand and write them down as emails. The last one can ask for a reply or a booking. The first two should not ask for anything.

What should the Cool form do?#

Add a tag, then give something useful and ask for nothing. A checklist, a short lesson, or a page of examples is enough. A booking button here feels like pressure on someone who is not ready.

There are two ways to do it, using Kajabi's own form actions.

• Subscribe to Email Sequence with one or two helpful emails.
• Grant an Offer, if you already have something free to give, such as a short intro lesson.

Use Grant an Offer only for something you mean to give away. It hands the person that offer. Do not point it at a paid offer.

Why do Cold and Not a fit get nothing?#

Cold is the furthest from saying yes. They still get the ending you chose for their rule, at the close of the conversation. A follow-up email adds little for them.

Not a fit is the priority your rules use to turn people away, politely. A marketing email after that reads as if nobody listened. The post on replying kindly to inquiries that are not a fit covers what to do instead.

In Qualiform, each priority starts on Not sent. Leave Cold and Not a fit there, and nobody in them is submitted to Kajabi. They are still saved in your leads list with their scores.

What about coupons and events?#

Kajabi's form actions also include Send a single-use Coupon, Register to Event, and Deregister from Event. They are real tools, but they are not a place to start.

A coupon belongs on Warm at most. Hot does not need a discount to book, and a coupon sent to everyone teaches people to wait for one.

Register to Event can suit a Warm form, if you run a regular live call. It lets a person try you before they decide.

When is a different choice right?#

This split suits a business where most sales come from inquiries that are ready within weeks. It is not right for everyone.

• Your sales take months. If this year's Cold inquiry often becomes next year's customer, Cold deserves a slow, friendly sequence. Give it a tag first, then decide.
• You sell something small. If your product costs little and buying takes a minute, a sequence for everyone, Cool included, may pay for itself.
• You get only a few inquiries a month. Then you can write each reply yourself, and one sequence for Hot may be all you need.

One thing does not change. Not a fit never gets a marketing email.

How do you know it is working?#

Test it once yourself before you rely on it.

1. Build the Hot form first. Add the tag and the email.
2. Send one real inquiry through your own form. Answer as a Hot visitor would, and say yes to emails.
3. In Kajabi, find the contact. Check for the tag and the first email.
4. Repeat for Warm and Cool, with a new email address each time.

Kajabi's own rules still apply. If your Kajabi site asks new contacts to confirm by email, they get that email first. The Public API is included with the current Pro plan, so the plan decides whether you can connect at all.

Then read your first week of Recent sends in Qualiform.