Keap Automated Refund & Ticket Exchange Workflow

Phase 1: The Trigger Logic

Your automation starts with a public-facing Keap form or a specific tag application in the contact record. By centralizing the request, you ensure no customer inquiry falls through the cracks.

• Step 1: Create a 'Request Refund' or 'Request Exchange' Keap Form.
• Step 2: Use a Decision Diamond to filter by Ticket Type (VIP vs. GA).
• Step 3: Apply a 'Processing' tag to prevent duplicate requests.

Phase 2: Automated Approval & Financial Sync

With Tixified, you never pay per-ticket fees, which makes calculating refunds straightforward. Whether you use a $49/mo or $199/mo plan, your revenue stays yours.

Action Item	Keap Automation Step	Expected Result
Verify Eligibility	Check Purchase Date Custom Field	Auto-reject if past cutoff
Process Exchange	Update 'Ticket ID' Custom Field	New ticket emailed via Tixified
Inventory Update	HTTP Post to Ticketing API	Ticket returned to pool

Phase 3: Communication Sequence

Communication is key to attendee satisfaction. Set up a 2-step email sequence:

1. Confirmation Email: Instantly acknowledge the request and set expectations (24-48 hours).
2. Resolution Email: Confirm the refund has been processed or the new ticket has been issued.