Start Kajabi automations for new inquiries, by priority

Starting a Kajabi automation from a website form means each new inquiry is submitted to a Kajabi form, and you set that form to do something. Qualiform sends no marketing email itself. It submits each lead who says yes to emails to the form you picked for their priority. Kajabi then runs whatever you set on that form.

What do you need before you start?#

You need three things. A Kajabi plan that includes the API, a Kajabi login that can make keys, and an Admin in Qualiform. Only Admins can connect tools.

Here is where the plans stand, as of 2026-11-03 (kajabi.com/pricing). Prices change, so check the page for today's.

The Public API is included with the current Pro plan. A legacy Pro plan needs an upgrade, or the Public API add-on at $25 a month (Kajabi's help page on the Public API). Only Owners and Subowners can create keys.

The steps are the same whether you sell courses, coaching programs, memberships, communities, podcasts, or other digital products.

On the Qualiform side, the form also needs an Email question. Without an email address, nobody can be sent.

How do you make a Kajabi form for each priority?#

Make one form in Kajabi for each priority you want to email. A lead's priority is Hot, Warm, Cool, Cold, or Not a fit. It comes from the rule the lead lands in on the form's Routing tab.

1. In Kajabi, open Marketing, then Forms.
2. Create a new form, or open one you already have.
3. Name it so you can tell it apart from your other forms, such as "Qualiform Hot" and "Qualiform Warm."

You do not have to make five. A priority left on Not sent in Qualiform needs no form.

Qualiform sends a lead's email, name, and phone when the form asked for it. It does not fill any custom field on a Kajabi form. So build nothing on the form around a custom field. Kajabi's name is one field, so the whole name goes in it, not first and last.

Qualiform sends no priority tag. The form is how Kajabi learns the priority, which is why the next step matters.

What should each form's Automations do?#

Open a form and scroll to Automations. Whatever you set there runs when someone is submitted to the form (Kajabi's help page on form automations). These are the actions Kajabi offers.

1. Grant an Offer.
2. Revoke an Offer.
3. Deactivate from Offer.
4. Subscribe to Email Sequence.
5. Unsubscribe from Email Sequence.
6. Register to Event.
7. Deregister from Event.
8. Add a Tag.
9. Remove a Tag.
10. Send an email.
11. Send a single-use Coupon.

You can add more than one. Here is a plain way to start.

Always add a tag, such as "Qualiform Hot." It costs nothing, and it is how you find these people in Kajabi later. The post on what each Kajabi form should do for a new inquiry gives the reasons, and when a different choice is right.

Build the email sequence first, if you use one. A form can only subscribe people to a sequence that exists. Write each one for the people on that form.

Conditional actions based on a form's answers need Kajabi's Advanced Automations. Qualiform does not fill a Kajabi form's custom fields, so do not plan to branch on them.

How do you create the User API Key in Kajabi?#

Make the key in Kajabi, then paste it into Qualiform. The app's help line says it in short. "In Kajabi: Settings, then Public API, then Create User API Key. Give it Contacts and Forms permissions."

1. In Kajabi, open Settings.
2. Under Account Settings, open Public API.
3. Choose Create User API Key.
4. Pick the user and the permissions. Give the key Contacts and Forms permissions.

If you do not see Public API, check your plan and your role above.

How do you connect Kajabi to Qualiform?#

Qualiform asks for the key's Client ID and Client secret.

1. Open the Integrations page in the Qualiform app.
2. Find Kajabi under Email marketing. Its line reads "Sends leads who said yes to emails to a Kajabi form for their priority. That form's tags, email sequences, and automations do the rest."
3. Press it and paste the Client ID. The app's line under Client secret reads "Same screen, under the Client ID."
4. Paste the Client secret. It is stored encrypted, and never shown again.

If Kajabi refuses the key, Qualiform refuses it there, before anything is saved. "Kajabi did not accept that key. Copy it again and paste the whole thing."

A business with two Kajabi sites sees each form with its site's name beside it.

What does each priority get under By priority?#

Each priority gets one Kajabi form, or nothing. The line under By priority reads "Each lead is sent to the Kajabi form for their priority. Set up your automations on that form."

There is one row for each priority. They are Hot, Warm, Cool, Cold, and Not a fit. Each row is a menu. It starts on Not sent, then lists your Kajabi forms by name.

Make the forms in Kajabi first. Then press Check connection in Qualiform. It reads your Kajabi forms again, so new ones show up in the menus. It adds nobody.

Pick the form for each priority you want to send. Leave the rest on Not sent.

A lead's priority comes from the rule it lands in on the form's Routing tab. That is why one connection serves every form. One Qualiform form might put its top rule at 70 and another at 85. A Hot lead from either one still goes to the Kajabi form you picked for Hot. The guide to lead routing rules helps you set those ranges.

Choose forms limits the connection to some of your Qualiform forms. A form without the question shows Does not ask OK to email them beside it there. If none of the chosen forms asks it, you see "None of these forms asks OK to email them yet, so nobody is sent. Add it on a form's Questions tab."

How do you add OK to email them to the form?#

Add it from the library, on the Qualiform form's Questions tab. Only leads who say yes to this question are submitted to Kajabi. A form without it sends nobody.

1. Open the form and go to its Questions tab.
2. Press Add a question to open the library.
3. Pick OK to email them. It sits beside Email and Phone. The line under its name reads "Asks if you may email them. Only a yes goes to your email tool."
4. Press Save at the top of the page to keep your changes.

The AI asks it once, near the end, after their email address. "Can we email you now and then?" The AI is told to take yes or no and move on, never to ask twice, and never to push after a no. You can edit that hint.

The question is never scored, so a no does not lower a lead's score. The lead page shows OK to email: Yes or OK to email: No.

If the form has this question but no Email question, the editor says "Add the Email question too. Without an email address, nobody can be added."

How do you test it with one real lead?#

Send one real lead through your own live form. It is the only test that reaches Kajabi.

• Check connection proves the key and reads your forms again. It adds nobody, because a test contact could set off your real automations and email someone. Its answer is "Connected to Kajabi. Nothing was added."
• Preview in the editor sends nothing to any tool.

Here is the test.

1. Make sure the Qualiform form is active and on your site. You can also use its direct link.
2. Fill it in yourself, with a real email address you can read. Kajabi checks for disposable emails and validates deliverability when a form is submitted, so a made-up address may not get through.
3. Answer so the lead lands on a priority that has a form, such as Hot.
4. Say yes when the AI asks "Can we email you now and then?"
5. In Kajabi, find the contact by that email address.
6. Check the contact's note. It reads "Qualiform form" and then your form's name, such as Qualiform form: Website inquiry.
7. Check what the Kajabi form was set to do. Look for the tag, the sequence, or the offer.
8. Check your inbox for the first email.

Use a different email address for each test, and repeat for each priority that has a form.

What does Recent sends tell you?#

Recent sends on the connection says what happened to each lead, one line each.

When a lead was submitted, the line reads Added to Kajabi, form and then the form's name, for example Added to Kajabi, form Qualiform Hot.

When a lead was not sent, the line gives the reason.

Which of Kajabi's rules still apply?#

Qualiform submits the form. After that, Kajabi's own rules decide what happens. Submitting a form can make Kajabi check for disposable emails, validate deliverability, send a double opt-in email if needed, subscribe the contact, and trigger automations (Kajabi's API reference).

1. Kajabi's own opt-in applies. If your Kajabi site asks new contacts to confirm by email, Kajabi sends that email first.
2. A form runs once for each lead. Qualiform never submits the same lead twice, so the form's automations do not run twice.
3. Someone who unsubscribed is never sent. Qualiform looks the contact up first. A contact who never opted in, such as a past buyer, who now says yes, is sent.

Once your test lead has gone through, read its line under Recent sends and its contact in Kajabi side by side. If both match what you expected, the path works.