Explore the upgraded Automations experience

Understand what changed with the visual Automation Builder and take full advantage of the latest enhancements.

With the upgraded Automations experience, Kajabi offers a more powerful, flexible, and visual way to build Automations across your business. Explore what changed and how to take full advantage of the enhancements.

What’s changing

Banner and upgrade prompt

When accessing Automations, you’ll see a banner inviting you to explore and upgrade to the enhanced version. Click Explore and Upgrade to begin:

Note: Once upgraded, the Automations experience fully replaces the previous version. Rollbacks are not supported.

What to expect after upgrading

Visual Automations replace Automation rules

• Existing Automation rules are copied into the system; however, they no longer exist in their previous format
• If your current Automations share a trigger, they will not be combined into a single Automation. They appear as separate Automations
• For example, if you currently have one Automation that tags a contact and a separate Automation that sends an email when a form is submitted, those remain as two separate Automations after the upgrade
• Automations are created using a visual editor with nodes and branches

Automation Blueprints

When you create an Automation, you’ll see a modal with Automation Blueprints. This is where you begin building your Automation using a templated set of steps, or start from scratch.

Automation basics

Triggers and actions (When / Then)

• Each Automation starts with a When trigger event
• You can then add one or more Then actions that follow
• The system allows multiple Then actions for a single trigger. Previously, only one Then action was allowed per Automation

Draft and publish status

• Automations are not automatically published when created
• You can set the Automation to Draft or Published when editing
• Automations must be published to run:

If an Automation contains an error or is missing information, a Publishing Unavailable message appears.

Possible errors:

• Must have at least one lead node
• Must have at least one action node
• Email action limit reached

Individual Send an email steps also carry their own Draft or Published status, so a published Automation can still contain an email step that is not yet sending. Learn how to publish or draft an email step

Features

Enhanced Automation editor

• Search bar: Find Automations quickly by name or keyword
• Custom naming: Organize your Automations with clear, descriptive names
• Total Enrolled: See how many times the Automation has run. This does not backfill historical data.
• Icon tooltips: Hover over icons in the editor for helpful explanations
• Editable When text: Modify trigger names directly in the editor
• None Branch: A fallback path when no conditions in a branch are met
• Remove Branch Warnings: A confirmation appears before deleting branches

Branching logic

The Automations editor supports branching logic, allowing you to create conditional paths within your Automation. If a contact meets the conditions set in a branch, they follow that path. If not, they follow the None branch instead.

Community Automations

Automations offers Community Automations. An Automation Blueprint has been added to the existing Automation Blueprints, with additional Then community actions also added.

The Welcome Community Members with a DM Automation Blueprint automatically sends a personalized message to Community members:

1. From the Kajabi Dashboard, click Marketing > Automations.
2. Select + New Automation.
3. Within the pop-up, choose Welcome Community Members with a DM.
4. Customize the When trigger and click Save.
5. Customize the message that will be sent when triggered. Click Save.
6. (Optional) Choose a contact to send a test message to, then click Send Test.
7. Click Publish and Save the Automation to activate.

If you are starting from scratch or setting up a different Automation, the following Then actions are available:

• Send Community DM
• Add a member to a private channel
• Remove member from private channel
• Post in channel

Analytics mode

Analytics mode turns your Automation canvas into a performance view, so you can see how many Contacts moved through the flow and how each email performed without leaving the builder.

Use the Build and Analytics toggle at the top of the Automation to switch between them. Build is the editor you already use. Analytics is read-only: a Read-only label replaces the Save button, and editing stays off until you switch back to Build.

Note: Analytics mode requires upgrading to the visual Automation Builder, and it is also rolling out gradually on top of it. If you have upgraded but do not see the Build and Analytics toggle on your Automation, it is not available on your account yet.

Set the date range

Every statistic on the canvas reads from one shared date range, so the flow numbers and the email numbers always describe the same window. The date range button next to Flow performance shows the range in use, and Last 30 days is the default.

1. Click the date range button next to Flow performance.
2. Choose a preset, or click a start date and an end date on the calendar to set your own range. The presets are Today, Last 7 days, Last 30 days, Last month, This month, Last quarter, This quarter, This year, Last 12 months, and Year to date.
3. Click Apply.

To close the picker without changing the range, click Cancel.

The picker also shows the date your Automation was created, since no Contact could enter the flow before then. Performance data is not backfilled. Emails sent before Analytics became available on your account are not counted.

Read flow performance

The Flow performance strip above the canvas summarizes how Contacts moved through the whole Automation:

• Entered - How many times Contacts entered the Automation during the selected date range
• Active now - Contacts moving through the Automation right now
• Completed - How many times Contacts reached the end of the Automation during the selected date range

Note: Active now is a live count of where Contacts are right now, so it does not change when you change the date range. Entered and Completed both follow the range you select, and they count each pass through the flow, so a Contact who enters through two triggers or re-enters later is counted each time.

Each trigger on the canvas also shows its own Entered count, which is useful when one Automation starts from several different triggers.

Read email performance on the canvas

In Analytics mode, every Send an email step displays a compact stats strip directly on the canvas showing Delivered, Opens, and Clicks, so you can scan the whole flow at once. A step with nothing to report in the selected range shows a dash in place of each figure.

Canvas stats appear on the first 40 email steps in an Automation. If your Automation has more than that, open a step directly to see its performance.

View a single email’s report

Click any Send an email step in Analytics mode to open its full report, which includes:

• A delivery funnel covering Sent, Delivered, Opened, and Clicked, with each stage shown as a share of total sends
• A Drop-off breakdown listing Unsuccessful sends (bounced, failed, and dropped) and how many recipients Didn’t open the email
• A delivered-over-time chart for the selected date range
• The number of Contacts who unsubscribed from, or reported, that email

When Kajabi has bot-filtered figures for an email, an Exclude bot clicks toggle appears on the report. Turn it on to filter automated link-scanner activity out of both Opens and Clicks. Security software runs these scanners against links before a recipient ever sees them.

Automations with no email steps

An Automation with no email steps has nothing to report, so Analytics mode shows No email steps yet. Switch to Build, add a Send an email action, then return to Analytics to see its performance.

Where to add Automations

Once upgraded, you can create Automations from multiple areas within Kajabi:

• The Automations page
• Forms
• Offers
• Funnels (Automations tab)
• Courses
• Email Campaigns (both Broadcasts and Sequences)
• Events
• Quizzes
• Certificates of Completion