How To Keep Track Of Your ActiveCampaign Account

How to keep track of your ActiveCampaign account - with Kay Peacey of Slick Business

Nov 19, 2019 | ActiveCampaign Tutorials

At first, it was easy to keep track

I love all the things you can do with ActiveCampaign, and how wonderfully detailed the systems and processes can get in there.

When I started working with ActiveCampaign I would hold it all in my head, and know easily exactly what things were, why they were there, and what they were connected to. Great!

Then it got trickier

As I learned, I built more and more complex stuff, and started building for clients, and getting adventurous, with more integrations to other tech.

So inevitably, one day, it started to get hard to remember what exactly I built and why, and this is not a good look, whether it’s client work or your own system.

It’s also really time consuming to try and re-trace steps, and hard as heck to troubleshoot anything if you can’t remember what was meant to be happening in the first place.

And then there are the breakages, a casual re-naming of something and the cascade of broken processes that starts – aargh!

So I needed a system!

Long story short, after a lot of trial and error, I found ways to document my ActiveCampaign worlds, and my life got a LOT better. Phew!

I like to share the good things, so here is my very own ActiveCampaign Roadmap method, so you can use it too.

May you never again face the pain of not having the foggiest idea what’s going on in there!

And it made me faster too!

As a big bonus, it also provides fast one-click access to places in your ActiveCampaign account that can otherwise take what feels like forty clicks and half an hour to get to.

I almost forgot to mention that bit, because I take it for granted now, but trust me, it’s a huge time saver when you realise you need to “pop back” into twenty emails to switch out a link!

Get faster and better at using ActiveCampaign

I build one of these ActiveCampaign roadmaps for every single client I work with.

When you’re learning how to use ActiveCampaign it helps you understand the relationships between things, so even if you’re just getting started with ActiveCampaign get one set up now.

If you’re an experienced ActiveCampaign user with a messy account, this is a great way to make a start on untangling the chaos too.

Use AirTable to map your ActiveCampaign account

Here’s how to use AirTable to keep track of what you have in your ActiveCampaign account.

I’ve started with an intro to AirTable in case you haven’t used it before. It’s fabulous, so don’t be put off if you’ve not heard of it.

1 – Get started with AirTable

Set up a free AirTable account to use with your ActiveCampaign Roadmap Base – head here to sign up for a free account – you won’t need the paid plan at all for this.

Skip this one if you already have AirTable in your world.

Document your own ActiveCampaign account

Unfortunately there have been incidences of other businesses distributing versions of the template I created and originated, and passing it off as their own work, so I can’t make it freely available here.

The complete template and tutorials are available as a bonus with the ActiveCampaign deliverability training course

You are welcome to watch the recording below, and to create something along the right lines for yourself from scratch in AirTable if you’re familiar with the tool.

I hope you find this helpful. Let me know in the comments below…

When you get confident, you can add in extra tables for connected tools, like schedulers, or zapier. No more mystery tags appearing from who-know-where!

I use my roadmaps a lot for planning stuff, changing things, tidying up, deciding what needs a remodel. Happy days!

Please note: This site contains affiliate links. If you go on to purchase a tool or service after using an affiliate link I may receive a small percentage commission from the sale. I do not recommend any tools that I do not use myself. If you prefer not to use affiliate links then please use a search.


  1. Charlotte Drew

    Your Airtable system is brilliant! It solves my own pain point of documenting an ActiveCampaign setup. One question: I’m dying to know how you use the Acuity fields in this Airtable base. Do you have a blog or other tutorial about talking about this?

    • Kay Peacey

      Hi Charlotte – thank so much, and I’m glad it solves that pain point for you too. I could not manage my AC client accounts without it! I’d be happy to talk more about the acuity fields another time – come back to me when we’re a little more clear of the coronavirus gearing-up and let’s do it. Feel free to find me on social and send a message.

  2. Katy Connan

    Hi Kay!!
    This is an amazing template to have so thank you so much!!
    However, I am having a bit of trouble changing the “youraccount” in the fields with my actual account. If you have any info on this I would love to hear it 🙂

    • Kay Peacey

      Hi Katy – you can double click in the field heading to edit the field options. You’ll need to edit the formula where it says youraccount in the concatenation function.

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