š” You need to be an Admin on Calendly and on Calendly's Standard, Teams, Professional, or Enterprise plan to connect Calendly with Pipedrive.
What can you do with the Calendly-Pipedrive connection?
Calendly is a great tool for scheduling meetings professionally and efficiently, eliminating the hassle of back-and-forth emails. By default, Calendly links to your calendar but does not sync meeting activity or new contacts to Pipedrive for your sales team to see and track.
With Outfunnel, you can ensure all your Calendly meetings are automatically recorded in Pipedrive, along with all custom fields. In short, the integration will help you save time and drive more sales.
More specifically, here's what it'll do for you:
Automatically add new contacts from Calendly to Pipedrive, so there's no more manually adding contacts.
Map custom fields, so all the necessary data is synced to Pipedrive, and sales can easily create custom filters or lists to categorize contacts accordingly
Record the meeting activity for your contacts in Pipedrive, so sales have the full context.
How to record Calendly meetings in Pipedrive
1. Go to Outfunnel > App connector, select Pipedrive and Calendly, authenticate them as instructed on screen, and click on Create connection.
2. Select the desired meeting type from the dropdown. If your meeting type is missing, please click on "Refresh fields" ā the meeting type should appear in a few moments. Please note that only Calendly admins can see other user and team meeting types. If you still don't see the desired meeting types please contact support via the in-app chat.
3. Select which fields or custom fields you'd like to sync to Pipedrive with field mapping. If the field does not exist in Pipedrive yet, then you need to create it first.
Calendly-Pipedrive connection setup in Outfunnel
4. Finally, define how you'd like meetings to be recorded in Pipedrive. Outfunnel supports:
Creating a contact (if it does not yet exist)
Creating an activity
Creating a lead
Creating a deal
Updating a field.
5. Click on Activate to put the connection live. You can now test how contacts will be created in Pipedrive with the activity by booking a Calendly meeting. After submitting, the contact is created and the meeting is recorded in Pipedrive within 30 seconds.
An example of a Calendly meeting showing up in Pipedrive CRM.
Check sync status
Once the connection is live, go to the status page to see who has booked a meeting and whether anything failed.
Tips, observations, and useful definitions
š” Outfunnel uses the default "Meeting" activity in Pipedrive. If the meeting activity has been deleted, it is recreated automatically
š” Contact and activity ownership logic:
If the contact does not exist in Pipedrive, Outfunnel assigns the contact and activity to the Calendly meeting owner.
If the contact exists, then the contact owner in Pipedrive is not changed, but the activity will be assigned to the Calendly meeting owner
If the Calendly meeting owner email is not a user in Pipedrive, then the system falls back to the contact owner, and if there is no contact, then the fallback is the user who authenticated Calendly in Outfunnel
š” Rescheduling and cancellations. Rescheduled and canceled meetings don't update the activity in Pipedrive yet. This is coming soon.
Need help?
If you run into issues or have questions about the connection, reach out via the chat widget.