In this article, in-depth information on defining the interactions with Pipedrive is provided. In general, this HubSpot sync feature is accessible to users with Scheduling and Business licenses. This article is divided into the following sections:
Installation
Before you begin...ensure that:
You are logged into Demodesk
You are logged into Pipedrive
You use the same email address for Pipedrive and Demodesk
Visit your Connections page.
Scroll down to the CRM section
Click Connect Pipedrive to authenticate and connect.
Congratulations! 🎉
Your connection is now activated for your user account. Your activities are now automatically synced with Pipedrive per your settings.
Integration settings
Your integration settings in Demodesk define how Demodesk interacts with Pipedrive for the whole company. In essence, you can control whether Demodesk should create the following objects and their properties:
In essence, you can control whether Demodesk should create the following objects:
Activities
Organizations
Deals
Create activities
For creating activities, you can specify the default activity type. All activities created via Demodesk will be of the default activity type specified here.
If you want to have a different activity types for different meeting types in Demodesk, then you can achieve that by doing the following (expand)
If you want to have a different activity types for different meeting types in Demodesk, then you can achieve that by doing the following (expand)
Create a custom token with a connection to the type field on the activity in Pipedrive
Add the activity types from Pipedrive that you want to support. See the most common activity types here.
Click on Meeting types and open a meeting type
Scroll down to booking questions
Add a question.
Select the token you created and checkmark optional, the default answer you want to have for the activity type, and hidden booking question.
Create organizations
This setting defines if Demodesk should create an organization.
If the setting is OFF, then we will never create an organization
If the setting is ON, then we will create an organization. If no company name is provided (e.g. in the booking page) then no organization will be created.
This does not affect the mapping of person or activities to existing organizations in Pipedrive.
Create deals
When this option is enabled, Demodesk always checks if a relevant deal, i.e. an open or closed won deal, exists. Then, no deal is created to avoid duplicate deals.
If a deal is created, Demodesk uses the specified pipeline and stage of the respective meeting type.
If you use several pipelines in Pipedrive, you can set them up in Demodesk and assign event types to specific pipelines. In that case, you also need to specify if only this specific pipeline should be checked for relevant deals or all pipelines. Examples:
Different pipelines are used for different stages in the funnel or different sources. E.g. inbound, outbound, onboarding, renewal, etc. Then, the setting all pipelines should be used to ensure that open or closed won deals in any of these pipelines are considered.
Different pipelines are used for different products or markets, i.e. for one customer deals in different pipelines can exist. Then, the setting specific pipeline should be used, so that a new deal is created in other pipelines.
Demodesk connects the deal ID when creating the activity. The organization should then be automatically connected through the person.
Update deals
Demodesk associates the event with the deal, even if deal creation is disabled. In case there are multiple deals opened at the same organization, a new activity will be attached to the most recent open deal.
How Demodesk Matches Deals and Contacts in Pipedrive
1. Activity Lookup
Step 1: Identify the meeting’s contact
Find the meeting’s primary contact in Pipedrive by matching their email.
If a matching Person record is found, save its
id.If no Person is found, we can only search recent activities globally.
Step 2: Fetch activities for that person
Call the Pipedrive endpoint that lists activities linked to the person.
Review each returned Activity.
Step 3: Find an exact match
First, check the activity’s
locationfield for the demo token we embed when creating activities.If no token match is found, compare these fields:
subject → matches the meeting subject
due_date → matches the meeting date
due_time → matches the meeting start time
duration → matches the meeting length
Step 4: Fallback to recent activities
If no match is found for that person, fetch up to 500 recent activities starting from the meeting’s creation date.
Run the same matching checks as above.
Step 5: No match found
If still no match, the sync will report that no activity has been found yet.
2. Deal Lookup
Step 1: Identify Person and Organization
Use the contact’s email to find their Person record and, if available, the linked Organization.
Step 2: Pull existing deals
Retrieve deals for the Organization (
/organizations/{org_id}/deals) and for the Person (/persons/{person_id}/deals).
Step 3: Filter candidate deals
If a specific pipeline is configured, only include deals from that
pipeline_id.Sort remaining deals by
add_time(newest first).
Step 4: Select the best match
Prefer an open deal.
If none are open, choose a won deal.
When deal creation is disabled, lost deals are also considered, with the most recently lost (
lost_time) chosen.If deals exist for both the organization and the person, the organization deal takes priority.
Step 5: Create a new deal if needed
If no existing deal is suitable and deal creation is enabled, create a new deal with:
title(usually the company or contact name)person_idorg_idstage_idfrom the configured pipeline stageAny mapped custom fields
Step 6: Return or update the deal
The chosen or newly created deal is updated with synced fields and linked back to the meeting/contact in Pipedrive.
Default connections
By default, we connect some system tokens in Demodesk to standard fields in Pipedrive (see table below for more details). You can find your token connections in your settings.
Demodesk Token Names | Pipedrive Field |
Guest last name | Name (Person) |
Guest email | Email (Person) |
Meeting name | Subject (Activity) |
Meeting link | Location (Activity) |
Meeting time | Due Time (Activity) |
Meeting date | Due Date (Activity) |
FAQs
Q: I want to connect more than one CRM with Demodesk
Answer (expand)
Answer (expand)
If you have more than one CRM connected, you are able to choose which CRM you want to connect to a token. This only applies, when you have multiple CRM's (HubSpot/ Pipedrive/ Salesforce) connected.
Q: My meetings are not getting created in Demodesk
Answer (expand)
Answer (expand)
Make sure you use the same email address for Pipedrive, Demodesk, and your Google or Outlook account.
In order to sync your notes after a meeting, the activity must be present in Pipedrive. Only after scheduling a new meeting (with the Pipedrive integration connected), you will be able to sync the notes for that meeting.
Please note: All the meetings scheduled before connecting Pipedrive won’t be synced since they are not present on Pipedrive yet. Also, the notes of an instant meeting will not be synced to the CRM.
Q: I keep seeing many errors when trying to sync Pipedrive, and it is telling me to "contact Demodesk Support." But, I am not sure what's causing the problem.
Answer (expand)
Answer (expand)
Are you experiencing numerous sync errors like those displayed below?
If so, we always recommend checking the following:
1) Ensure that you are not using a token that has been deleted from Pipedrive or has a connection issue. You can verify this on the Demodesk tokens page.
2) Make sure that the tokens you are using have the expected field type input on your CRM. For instance, a field with type "double" in your CRM cannot accept a "string" from Demodesk, leading to sync errors.
⚡ Pro Tip: If you suspect a token is the problem, you can set it to "read-only" to test whether the errors persist. If it does, the issue may not be related to that token and so you could try testing with another token.
3) If you continue to encounter issues, please don't hesitate to reach out to Demodesk Support via the chat or email at support@demodesk.com.
Q: No organization gets created in Pipedrive
Answer (expand)
Answer (expand)
Check if "Create organization" is enabled in the Pipedrive integration settings here.
Ensure that a company name is provided in the booking questions.
Q: How can I automatically sync meeting activity types?
Q: What happens if no relevant deal is found in Pipedrive when deal creation is turned off?
Answer (expand)
Answer (expand)
If deal creation is disabled, Demodesk will still create the activity in Pipedrive, but it will not be associated with any deal.