Updated: 28 Jan 2026 - LC
Frequency: Monthly
When: 1st Monday of the month
What: Track opt-ins
Why: For visibility and Sandy to check mainly how many new contacts are added to the list through the forms by opting in
SUMMARY:
Log in to Keap/Infusionsoft.
Go to the Web Form Activity Summary Report under Marketing > Reports.
Search for the web forms from the report spreadsheet
Set the date range: from the 1st to the last day of the previous month.
Click the blue “Search” button to generate results.
Open Dropbox > 2022 Virtual Assistant Team > ADMIN > Reports.
Open Optins Tracker – Web Form Activity Summary Report.xlsx.
Copy the columns: Total Submissions, New Contacts Captured, Unique Submissions, and Repeat Submissions.
Include the web form name when copying rows.
Go to the “RAW – paste here” tab in the spreadsheet.
Paste the data starting in cell A2.
Verify the data pasted correctly.
Confirm the VLOOKUP updates in the main report tab.
Review all entries for accuracy.
Save the updated spreadsheet in Dropbox
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STEPS:
Go to Keap/Infusionsoft login page.
Enter your credentials and sign in.
Click on the Menu (☰) icon on the left-hand side, beside the Keap/Infusionsoft logo.
Under the Marketing section, click Reports.
From the list, select Web Form Activity Summary Report.
In the report filters, use the following criteria:
Web Form: Select each of these forms
new-Wildly Wealthy Audios
MMG form 2022
WW Bonus Kindle
Abundance Breathes
HTBWWF Free
Affirmations for Abundance
Abundance Audio and PDF
WWF-Freebies
WW home From Welfare to Millionaire, From Struggle to Business Bliss
ISCA Video series form
Subscribe via Email
Submission Date:
From: 1st day of the previous month
To: last day of the previous month
Once all fields are set, click the blue “Search” button
Go to Dropbox > 2022 Virtual Assistant Team > ADMIN > Reports.
Open the file: Optins Tracker - Web Form Activity Summary Report.xlsx
Copy Key Data
From the report results (step 3), copy the following columns for each web form:
Total Submissions
New Contacts Captured
Unique Submissions
Repeat Submissions
Be sure to copy the entire row for each form, including the web form name.
Paste Data into the Spreadsheet
Open the reporting spreadsheet.
Go to the tab labeled “RAW – paste here.”
In this tab, paste the copied data starting in cell A2.
Why This Step Matters
The data from Keap (IFS) may not match the exact order or naming used in the main report tab.
This “RAW” sheet acts as a staging area — a VLOOKUP formula automatically pulls and matches each form’s data to the correct entry in the main report tab
Review your entries to ensure accuracy.
Click File > Save to save the updated spreadsheet in Dropbox.
Before closing the task, confirm:
Data was pulled for all web forms listed.
Dates reflect the previous month.
A new column for the previous month was inserted and labeled correctly.
All four metrics were entered accurately.
File was saved in Dropbox.