Did you notice that you have duplicate meetings in your CRM? The same meeting appears twice?
The most common cause is that you have another integration active, besides Demodesk, that sends meetings from your calendar to your CRM. Typically, an active integration between Google/Outlook and your CRM (e.g., Salesforce, HubSpot, Pipedrive) is the reason for this.
To resolve this, we have developed the Duplicate Meeting Prevention feature, where you can define whether Demodesk creates meetings in your CRM or only updates existing ones.
Duplicate Meeting Prevention Setup
This feature is available for Salesforce, HubSpot and Pipedrive. You can manage this setting in your integration settings here.
These are the available options with the meeting duplication prevention that are explained below. The settings you see will depend on the CRM you have connected (Salesforce, HubSpot, or Pipedrive) and will appear within that CRM's integration settings:
With the first option, Demodesk creates all meetings in your CRM (Salesforce, HubSpot, Pipedrive). If you select this, make sure to disable other integrations that are also creating meetings from your calendar to your CRM. 📌 This setting is enabled by default.
This option is best suited when
You have no other active integration,
You have online meetings.
You only want to see meetings booked via Demodesk in your CRM.
With the second option, Demodesk does not create new meetings but instead looks for existing meetings in your CRM based on title, host, and start time. If a match is found, Demodesk updates the meeting with all additional details (e.g., custom tokens).
This option is best suited when you have an integration that already creates meetings in your CRM based on calendar events (e.g., Google Calendar sync, Salesforce Einstein Activity Capture).
How does Demodesk match meetings to avoid duplicates?
When using Demodesk Only Updates Meetings, it tries to match activities based on:
Link in Location – First, Demodesk checks if the meeting link is included in the activity's location field.
If no match is found, it will try to match based on:
Activity Name (Subject)
Date (Due Date)
Time (Due Time)
Duration
Deep Dive: How do Duplicate meetings happen in CRM?
Here is a simplified visualization of how duplicate meeting prevention works. For this example, we consider that another integration is active that creates meetings in the CRM from the calendar.
The new meeting is booked
Demodesk starts to check if there is such a meeting in the CRM.
If there is no meeting in the CRM, Demodesk waits for a specific amount of time, let's say n, which is always increasing, and it continues until there is no meeting found in the CRM (usually, it takes 3 seconds to be found).
When a meeting is found, the fields of the meeting will be updated accordingly, and the process finishes.
You now have one up-to-date meeting in Demdesk, your CRM, and your calendar!
Take a look at this flow to fully understand the process:
Another integration creates meetings in the CRM from the calendar, and Demodesk creates meetings that are active in duplicate meeting prevention. The following will happen:
By using Duplicate Meeting Prevention, you ensure that meetings are logged accurately in Salesforce, HubSpot, or Pipedrive, eliminating duplicates while keeping all data in sync.
Learn More
For detailed steps on how to configure CRM and calendar integrations, check out these Help Center articles: