Daily Keap pipeline triage that spots deals going cold
Every weekday morning your team gets a ranked list of stalled deals, each with a specific next step already booked as a task for its owner.
Keap
Slack BotSalesDaily DigestsAI ReportsEvery weekday at 8am, triage my Keap sales pipeline and tell my team which deals are going cold. Use a cron trigger on a weekday morning schedule, since Keap does not offer a poll trigger for opportunity changes; everything is gathered with list operations inside the workflow.
Start by pulling my open deals with List Opportunities in Keap, and resolve the stage names with List of Opportunity Stages so the digest reads in human stage names rather than ids. Skip any opportunity already sitting in a won or lost stage.
To work out how long each deal has been sitting where it is, use List Opportunity Stage Moves. That returns the historical stage-move records, which is the reliable way to compute days in the current stage. Do not assume the opportunity record itself carries a days-in-stage field, because it does not.
Then cross-reference List Tasks so you can tell a genuinely neglected deal from one that already has follow-up booked. A deal with an open upcoming task or a recently completed task is being worked, even if it has not changed stage, and should not be flagged.
Only count a deal as stalled if it has had no stage move and no completed task in the last 14 days. Treat the 14 day threshold as a knob I may want to change later, so keep it easy to find and adjust.
Rank the stalled deals by a combination of value and days stuck, so a large deal quiet for three weeks outranks a small one quiet for a month. For the top five, create a Keap follow-up task with Create a Task, assigned to the deal owner. Resolve owner names with List Users if you need to turn an owner id into a person. Each task must carry a specific suggested next step grounded in that deal's stage, value and silence, for example proposing a re-scoping call for a large deal stuck in negotiation, rather than a generic follow up reminder. The top five cut should also be an easily adjustable knob.
Post the digest to Slack using Send a Message on the Slack Bot integration. Open with one pipeline at a glance line showing total open value by stage. Then list the stalled deals, each with owner, value, days stuck, and the recommended action, so the channel can act straight from the message.
One detail on the numbers: Keap monetary amounts are decimal whole units in the account currency, not minor units, so total the pipeline value as-is and do not divide by 100.
Additional information
What does this prompt do?
- Checks every open deal in your Keap pipeline each weekday morning and works out how long each one has been sitting in its current stage.
- Separates genuinely neglected deals from the ones that already have follow-up booked, so your team only chases what nobody is working.
- Ranks the stalled deals by value and days stuck, then creates a Keap follow-up task for the top five, assigned to the deal owner with a specific suggested next step instead of a generic reminder.
- Posts a Slack digest that opens with your total open pipeline value by stage, then lists each stalled deal with its owner, value, days stuck, and the recommended action.
What do I need to use this?
- A Keap account with opportunities and stages set up in your sales pipeline.
- A Slack workspace and a channel where the morning digest should land.
- Owners assigned to your Keap opportunities, so the follow-up tasks reach the right person.
- Your won and lost stage names, so those deals get skipped.
How can I customize it?
- Change the timing. It runs every weekday at 8am by default, but a Monday-only or twice-weekly rhythm works just as well.
- Adjust how quiet a deal has to go before it counts as stalled. Fourteen days is the default.
- Change how many deals get a follow-up task. The top five is a starting point, not a limit.
- Point the digest at whichever channel your team actually reads, such as a sales or pipeline channel.
FAQs
What counts as a stalled deal?
Will it create a task for every stalled deal?
Do I need to set anything up in Keap first?
Will the follow-up tasks just say follow up?
How does it know a deal is neglected and not just slow?
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Stop letting good deals die quietly in your pipeline.
Every weekday morning your team sees exactly which deals are going cold, who owns them, and what to do about each one.