How to create visual automations workflows on Kajabi

intermediate 8 min read Updated 2026-03-18

Quick Answer

Visual automations in Kajabi are created through the Pipelines feature, where you can design drag-and-drop workflows that trigger based on customer actions. Access Pipelines from your dashboard, choose triggers like purchases or form submissions, then add sequences of emails, actions, and conditions using the visual workflow builder.

Try Kajabi Full Kajabi Review

Prerequisites

Active Kajabi account with Pro or Growth plan
Basic understanding of email marketing concepts
Products or courses already set up in Kajabi
Customer list or lead magnets configured

Step-by-Step Instructions

Access the Pipelines Dashboard

Log into your Kajabi account and navigate to Marketing in the main menu. Click on Pipelines to access the automation workflow builder. This is where you'll create all your visual automations.

Pipelines are only available on Growth and Pro plans - upgrade if you don't see this option.

Create a New Pipeline

Click the + New Pipeline button in the top right corner. Choose from pre-built templates like Product Launch, Lead Nurture, or Customer Onboarding, or select Start from Scratch for a blank canvas. Give your pipeline a descriptive name and click Create Pipeline.

Templates are great starting points - you can always customize them to fit your specific needs.

Set Up Your Trigger

In the visual editor, click on the Trigger element (usually a green circle). Select your trigger type such as Form Submitted, Product Purchased, Tag Added, or Date/Time. Configure the specific conditions - for example, if using Product Purchased, select which product from your dropdown menu.

Choose triggers that align with key customer actions in your sales funnel for maximum effectiveness.

Add Email Sequences

Click the + button after your trigger to add actions. Select Send Email from the action menu. Design your email using Kajabi's drag-and-drop editor, adding subject lines, content, and personalization tags like {{contact.first_name}}. Set delays between emails by clicking Add Delay and specifying time intervals.

Use the preview feature to test how your emails look on desktop and mobile before activating.

Insert Conditional Logic

Add decision points by selecting Conditional from the action menu. Set up if-then scenarios based on customer behavior like Email Opened, Link Clicked, or Has Tag. Create different paths by dragging actions to the Yes and No branches of your conditional element.

Use conditionals to create personalized experiences - send different content to engaged vs. non-engaged subscribers.

Add Actions and Tags

Enhance your workflow with additional actions like Apply Tag, Remove Tag, Add to Assessment, or Grant Product Access. Tags help you segment customers and track their progress through your funnels. Click + and select Apply Tag, then create or select existing tags.

Create a consistent tagging system - use descriptive names like 'lead-magnet-downloaded' or 'course-completed'.

Test Your Workflow

Before going live, use the Test button in the top toolbar. Add a test contact or use your own email to trigger the automation. Monitor the Activity tab to see how contacts move through your pipeline and verify all emails and actions work correctly.

Always test with different scenarios - what happens if someone opens emails vs. doesn't open them?

Activate and Monitor

Once testing is complete, toggle the pipeline status from Draft to Active using the switch in the top right. Monitor performance through the Analytics tab, which shows open rates, click rates, and conversion metrics. Use the Contacts tab to see individual contact journeys.

Set up regular review schedules to optimize your automations based on performance data.

Common Issues & Troubleshooting

Emails not sending from automation

Check that your pipeline is set to Active status and verify your trigger conditions are being met. Ensure your email content doesn't contain spam triggers and your sender reputation is good.

Contacts not entering the pipeline

Verify your trigger setup matches the actual customer action. Check if contacts already have tags that might exclude them, and ensure your forms or products are properly connected to the pipeline trigger.

Conditional logic not working correctly

Review your conditional criteria and ensure the logic matches your intended flow. Check that required tags or actions are being applied before the conditional step, and test different paths manually.

Pipeline performance is poor

Analyze your Analytics tab to identify bottlenecks. Improve email subject lines and content, adjust timing delays between emails, and A/B test different messaging approaches.

Prices mentioned in this guide are pulled from current plan data and may change. Always verify on the official Kajabi website before purchasing.

Visit Kajabi View Kajabi Pricing