Course platform system (Keap + Memberium) Keap

This page is a practical system blueprint you can hand to a non-technical coach. It explains what gets created, what gets tagged, and how access turns on and off automatically.

Quick summary (60 seconds)

• Keap tags are the source of truth for access and lifecycle.
• WooCommerce takes payments; InfusedWoo applies the right Keap tags based on what was purchased.
• Memberium reads Keap access tags and grants the matching membership level in WordPress.
• LearnDash delivers the courses; enrollment follows the membership level.

System rules (to keep it reliable)

• Never grant access manually in WordPress. Always apply or remove access tags in Keap.
• Use one access tag per course or bundle. Add separate tags for billing plan, billing status, and upsells.
• Treat WooCommerce as the payment record. Keap is the automation and access logic layer.

What each tool does (plain English)

• Keap Max Classic: the brain for contacts, tags, automations, and lifecycle emails.
• WooCommerce: the checkout and payment records.
• InfusedWoo: the bridge that syncs WooCommerce orders to Keap (tags, products, order data).
• Memberium: turns Keap tags into WordPress membership access.
• LearnDash: hosts the actual courses and lessons.

Table of contents

• Map 1: System overview and data flow
• Map 2: Access control model (tags to membership to courses)
• Map 3: Free mini course lead funnel
• Map 4: Paid course purchase plus upsell and downsell
• Map 5: All Access billing (monthly, yearly, lifetime)
• Map 6: Upgrades, downgrades, refunds, and chargebacks
• Map 7: Student self-service (update card, cancel, upgrade, downgrade)
• Names and setup checklist (tags, products, memberships, courses)
• Build order checklist
• Reports and daily operations
• Saved searches appendix

Map 1: System overview and data flow

This shows where the data starts and where it must end up so the coach can sell, deliver, and track progress without manual work.

Coach takeaway:

• A lead can enter through an opt-in or a purchase, but everything ends in Keap contact tags and reporting.
• Memberium and LearnDash should not decide access on their own; they follow Keap.

Map 2: Access control model (tags to membership to courses)

Access is controlled by one thing: Keap access tags. Memberium reads those tags and grants the matching membership level. LearnDash access is granted by the membership level.

Coach takeaway:

• If access is wrong, fix the Keap access tags first. Everything else follows.
• The bundle is simple: one access tag that grants one membership level that unlocks all paid courses.

Map 3: Free mini course lead funnel

The free mini course is both a lead magnet and a quality filter. Everyone gets the free course, but only engaged people get the stronger sales offers more often.

Coach takeaway:

• Everyone gets the free course instantly, but engagement tags decide who gets more sales focus.
• This is where you build trust, track activity, and make the first offer.

Map 4: Paid course purchase plus upsell and downsell

This is the standard paid purchase flow for any single course. The upsell and downsell are optional, but the tags and access must always remain correct.

Coach takeaway:

• A paid order applies the access tag, grants the membership, enrolls the course, and starts onboarding emails.
• Upsells and downsells add extra tags, but should not break the core access tags.

Map 5: All Access billing (monthly, yearly, lifetime)

All Access Pass can be sold three ways. The access tag is the same for all plans. The plan tags explain billing terms.

Coach takeaway:

• Keep access consistent using one tag. Use plan and status tags to explain billing and reporting.
• Past due and cancellation logic should be predictable: warn, recover, then revoke after a grace period.

Map 6: Upgrades, downgrades, refunds, and chargebacks

This keeps the system safe. Coaches mostly care about two outcomes: access is correct, and reporting stays clean.

Coach takeaway:

• Upgrades and downgrades are mostly tag swaps. Access stays stable.
• Refund and chargeback cleanup must remove access tags and revoke only what is no longer covered by an active plan.

Map 7: Student self-service (update card, cancel, upgrade, downgrade)

This map shows the self-service actions a student can take from their WooCommerce account. The goal is simple: keep access accurate and keep reporting clean without manual admin work.

Coach takeaway:

• Every self-service action should end as a predictable tag change in Keap.
• If a student is confused, the fastest fix is checking their Keap tags: access tag, plan tag, and billing status tag.

Names and setup checklist (tags, products, memberships, courses)

If you follow this naming pattern, your team can read the system at a glance. A non-technical coach can understand what each tag or product means without opening the automation builder.

Course names (5 paid + 1 free)

• Free Mini Course: Kickstart
• Course 01: Kickstart Foundations
• Course 02: Content That Converts
• Course 03: Client Pipeline System
• Course 04: Automation and Follow-Up
• Course 05: Scale and Team Ops
• Bundle: All Access Pass

Memberium membership level names

• MM - Free Starter
• MM - Kickstart Foundations
• MM - Content That Converts
• MM - Client Pipeline System
• MM - Automation and Follow-Up
• MM - Scale and Team Ops
• MM - All Access Pass
• MM - VIP Coaching

Core Keap tags (recommended taxonomy)

Keep tag names consistent so saved searches and reporting stay easy.

Category	Tag name examples
Lead capture	LEAD - Free Mini Course - Kickstart, LEAD - Source - YouTube, LEAD - Source - Webinar
Student status	STUDENT - Active, STUDENT - Inactive
Access tags (the source of truth)	ACCESS - Free Mini Course, ACCESS - Course - Kickstart Foundations, ACCESS - All Access Pass
Billing plan and term	BILLING - Plan - All Access - Monthly, BILLING - Plan - All Access - Yearly, BILLING - Term - One Time, BILLING - Term - Lifetime
Billing status	BILLING - Status - Active, BILLING - Status - Past Due, BILLING - Status - Canceled, BILLING - Status - Refunded
Upsells	UPSELL - VIP Coaching Add-On, UPSELL - Templates Vault
Engagement	ENG - Clicked Sales Link, ENG - Completed Free Mini Course

WooCommerce product names and SKUs (simple and coach-friendly)

Use SKUs that match the course numbering so you can reconcile sales and access quickly.

Product	SKU	What it grants in Keap
Free Mini Course: Kickstart	FREE-KICKSTART	ACCESS - Free Mini Course + start Map 3 funnel
Course 01: Kickstart Foundations	C01-KICKSTART	ACCESS - Course - Kickstart Foundations + onboarding
Course 02: Content That Converts	C02-CONTENT	ACCESS - Course - Content That Converts + onboarding
Course 03: Client Pipeline System	C03-PIPELINE	ACCESS - Course - Client Pipeline System + onboarding
Course 04: Automation and Follow-Up	C04-AUTOMATION	ACCESS - Course - Automation and Follow-Up + onboarding
Course 05: Scale and Team Ops	C05-SCALE	ACCESS - Course - Scale and Team Ops + onboarding
All Access Pass: Monthly	ALL-MONTHLY	ACCESS - All Access Pass + BILLING - Plan - All Access - Monthly
All Access Pass: Yearly	ALL-YEARLY	ACCESS - All Access Pass + BILLING - Plan - All Access - Yearly
All Access Pass: Lifetime	ALL-LIFETIME	ACCESS - All Access Pass + BILLING - Term - Lifetime
Upsell: VIP Coaching Add-On	UP-VIP	UPSELL - VIP Coaching Add-On
Downsell: Templates Vault	DS-TEMPLATES	UPSELL - Templates Vault

Keap automations to build (minimum set)

1. Free Mini Course Opt-in Automation (Map 3)
2. Course Purchase Fulfillment Automation (Map 4)
3. All Access Fulfillment + Billing Status Automation (Map 5)
4. Dunning Automation for Past Due (Map 5)
5. Refund and Chargeback Cleanup Automation (Map 6)

Build order checklist

Build it in this order and you avoid the most common failures: wrong access, wrong tags, and confusing billing state.

1. Install and confirm the plugin stack: WooCommerce, InfusedWoo, Memberium, LearnDash (and a subscription plugin if you sell monthly/yearly).
2. Create the LearnDash course shell for the free mini course and all 5 paid courses (titles first, lessons can be added later).
3. Create Memberium membership levels using the names in this doc (one per access tag, plus All Access and VIP).
4. Create the Keap tag taxonomy: lead tags, student status tags, access tags, billing plan and term tags, billing status tags, upsell tags, engagement tags.
5. Create WooCommerce products with the recommended SKUs, pricing, and variations for monthly/yearly/lifetime.
6. Configure WooCommerce checkout, thank-you pages, and account pages (students must be able to log in and self-serve).
7. Connect InfusedWoo to Keap and confirm a test contact can be created and updated.
8. Map each WooCommerce product SKU to Keap tags (access tag plus the right plan, term, and status tags).
9. In Keap, create the key saved searches and segments so support and reporting are easy from day one.
10. Build the Free Mini Course opt-in automation (Map 3) and test: opt-in, access, enrollment, and reminder emails.
11. Build the Single Course fulfillment automation (Map 4) and test: purchase, access, membership grant, LearnDash enrollment, onboarding emails.
12. Build the All Access fulfillment and billing lifecycle (Map 5) and test: renewal success, payment failure, recovery, and cancellation.
13. Build the Refund and chargeback cleanup automation (Map 6) and test: access removal and membership revoke logic.
14. Build the Student self-service handling (Map 7): update card, cancel, upgrade, downgrade, and the exact tag swaps.
15. Write a 1-page support SOP: what tags must exist for access, what to do for past due, and how to verify enrollment in 2 minutes.

Reports and daily operations

Reports the coach should be able to pull in 60 seconds

• Leads by source: LEAD - Source - ... tag counts and conversion to STUDENT - Active
• Free mini course completion rate: ENG - Completed Free Mini Course
• Course sales by product: WooCommerce revenue by SKU and Keap access tag counts
• All Access churn: count of BILLING - Status - Canceled per month
• Past due list: contacts with BILLING - Status - Past Due
• Active students: contacts with STUDENT - Active

Operational saved searches (Keap)

• Past due and needs follow-up: BILLING - Status - Past Due
• Refund review queue: BILLING - Status - Refunded
• Upsell eligible: ACCESS - Course - Kickstart Foundations and not UPSELL - VIP Coaching Add-On
• Bundle upgrade candidates: has 2+ course access tags and not ACCESS - All Access Pass

Saved searches appendix

This appendix is the fastest way to make the system coach-friendly. These searches and views turn tags into simple lists your team can act on.

Keap saved searches (copy-paste filters)

Create each saved search using tags as the primary filter. Keep the name exactly as written so the team can follow instructions.

Past due and needs follow-up

• Has tag: BILLING - Status - Past Due
• Has tag: ACCESS - All Access Pass
• Does not have tag: BILLING - Status - Refunded

Canceled but still has access (grace period)

• Has tag: BILLING - Status - Canceled
• Has tag: ACCESS - All Access Pass

Refund review queue

• Has tag: BILLING - Status - Refunded

Active All Access members

• Has tag: ACCESS - All Access Pass
• Has tag: BILLING - Status - Active
• Does not have tag: BILLING - Status - Refunded

Free mini course leads (not yet paid)

• Has tag: ACCESS - Free Mini Course
• Does not have tag: STUDENT - Active

Upsell eligible (VIP coaching)

• Has tag: ACCESS - Course - Kickstart Foundations
• Does not have tag: UPSELL - VIP Coaching Add-On
• Does not have tag: ACCESS - All Access Pass

Bundle upgrade candidates (simple version)

• Has tag: STUDENT - Active
• Does not have tag: ACCESS - All Access Pass
• Has tag (any): ACCESS - Course - Kickstart Foundations, ACCESS - Course - Content That Converts, ACCESS - Course - Client Pipeline System, ACCESS - Course - Automation and Follow-Up, ACCESS - Course - Scale and Team Ops

If you want this list to be precise, add a custom field like CF - Courses Owned Count and update it in your purchase and refund automations. Then the filter becomes: CF - Courses Owned Count >= 2 and not ACCESS - All Access Pass.

WooCommerce report views (quick checks)

• Orders by product and SKU: WooCommerce > Orders. Filter by product and export CSV when reconciling revenue.
• Subscription health: WooCommerce > Subscriptions. Monitor statuses like Active, On hold, Pending cancel, Canceled.
• Refund tracking: WooCommerce > Orders. Filter by refunded orders and confirm Keap refund tags were applied.
• Coupon performance: WooCommerce > Coupons. Review usage count during launches and promotions.

LearnDash report views (delivery and engagement)

• Enrollment counts per course: confirm each paid course has active enrollments matching the access tag counts in Keap.
• Completion rate: track how many students finish Course 01 and the free mini course.
• Stalled students: find students with low progress and trigger re-engagement emails from Keap.