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The moment it happens

Log booked meetings in Pipedrive and tell the team

Each time a prospect books a meeting, they're added to Pipedrive with a meeting activity and the team sees it in #sales.

Runs
The moment it happens
Apps
Pipedrive, Slack
AI
Not needed
Access
Pipedrive token; chat:write

Send this to your assistant

Create a ClickRuntime automation: when Calendly reports a new booking, find or create the person in Pipedrive by email, add a meeting activity at the booked time and post it to #sales.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A prospect books a demo through your scheduling link at 11 p.m. The calendar invite arrives, but Pipedrive knows nothing about it. Unless the rep remembers to add the person and the meeting by hand, the pipeline undercounts meetings, the manager's forecast is off and nobody else on the team knows the call is happening.

This automation closes that gap. As soon as the booking comes in, the person is found or created in Pipedrive, a meeting activity is added at the right time, and #sales gets a short post, so the CRM and the team are both up to date before the rep has even seen the invite.

What you get out of it

  • Pipedrive matches the calendar

    Every booked meeting appears as an activity, so meeting counts and pipeline reports reflect what is actually happening.

  • No duplicate contacts

    The person is looked up by email first and only created if they are new.

  • The team knows who is coming

    A post in #sales means colleagues can share context about the company before the call.

  • Nothing depends on memory

    Late-night and weekend bookings are logged the same way as ones made during office hours.

  • Works with your booking tool

    Calendly and Cal.com can both send bookings, so you keep the scheduling page you already use.

How it works

What happens, step by step

  1. When a prospect books a meeting, your booking tool tells ClickRuntime straight away.

  2. It looks the invitee up in Pipedrive by email, and adds them as a new person if they are not there yet.

  3. A meeting activity is added to that person at the booked date and time.

  4. A short message with the name, email and meeting time is posted to #sales.

Before it runs live

  • Connect Pipedrive
  • Connect Slack, then invite the app to the channel (type /invite @ClickRuntime there)
  • Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens
Log booked meetings in Pipedrive and tell the teamjust nowSucceeded
Slack · #salesNew meeting booked: Priya Shah <priya@northwind.example> on 2026-10-22 at 14:00 UTC

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Add an AI step, for example to summarize, sort or draft a reply
  • Add another app, for example also send it to Google Sheets
  • Combine it with other Pipedrive and Slack steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
booked_meeting_pipedrive_activity_slack.pyexample
from clickruntime import on_event, credentials, http, notify

API = "https://api.pipedrive.com"

@on_event
def handle(event):
    p = (event.json or {}).get("payload", {})
    email, name, start = p.get("email"), p.get("name"), p.get("scheduled_event", {}).get("start_time", "")
    if not email:
        return {"ignored": True}
    headers = {"Authorization": f"Bearer {credentials.connection('pipedrive', 'work')}"}
    found = http.get(f"{API}/api/v2/persons/search", headers=headers,
                     params={"term": email, "fields": "email", "exact_match": "true"}).json()["data"]["items"]
    if found:
        person_id = found[0]["item"]["id"]
    else:
        person_id = http.post(f"{API}/api/v2/persons", headers=headers, json={
            "name": name or email, "emails": [{"value": email, "primary": True}]}).json()["data"]["id"]
    http.post(f"{API}/v1/activities", headers=headers, json={
        "subject": f"Meeting with {name or email}", "type": "meeting", "person_id": person_id,
        "due_date": start[:10], "due_time": start[11:16]})
    notify.slack(f"New meeting booked: {name} <{email}> on {start[:10]} at {start[11:16]} UTC", channel="#sales")
    return {"person": person_id}

FAQ

Common questions

Which booking tools does this work with?
Any tool that can send a webhook when a booking is made, including Calendly and Cal.com. You paste the link ClickRuntime gives you into the tool's webhook settings.
What if the person already exists in Pipedrive?
It searches Pipedrive by the invitee's email first. If a match is found, the meeting is added to that person instead of creating a new one.
Does a cancelled booking remove the activity?
Not in this version, which handles new bookings. You can ask your AI assistant to also listen for cancellations and mark the activity as done or delete it.
What permissions does it need?
Pipedrive token; chat:write. Nothing else in your accounts is used.
Does it need AI?
No. It runs without AI, so it doesn't use your plan's AI allowance.
How many runs does it use?
One run for each event the app sends.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Log booked meetings in Pipedrive and tell the team” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.