Pipedrive

Run your workspace's CRM on Pipedrive: deals, activities and notes written through, outreach logged on the person, and campaigns that stop when Pipedrive says someone has moved on.

A workspace can use Warmbly's own CRM, HubSpot or Pipedrive. In Pipedrive mode, Pipedrive is the system of record. The deals, pipelines, tasks and notes you see in Warmbly are Pipedrive's deals, pipelines, activities and notes, mirrored into Warmbly so lists, search and the board stay fast, and every change you make in Warmbly goes to Pipedrive first. Your outreach is logged as activities on each person, and Pipedrive can stop a campaign when a deal opens or a person is labeled a customer.

The basic Pipedrive connection (a person upsert from an automation or Push to CRM) works without Pipedrive mode. This page covers the full mode.

What Pipedrive mode does

Deals, pipelines, activities and notes are Pipedrive's. A deal you create, move or edit in Warmbly is written to Pipedrive before it is saved here. Warmbly's tasks are Pipedrive activities. If Pipedrive refuses a change (a missing permission, a deleted record), you see Pipedrive's reason and nothing is saved.
Your outreach is logged on the person. Sends and replies are logged as done Email activities with the subject and body, bounces mark the logged email, unsubscribes add a note, and booked meetings become Meeting activities.
Warmbly fields on Pipedrive people carry each person's outreach status, so your team can filter, report and run Pipedrive automations on it.
Pipedrive can stop outreach. A deal opened in Pipedrive, a label you choose (such as Customer) or an unsubscribe holds the person's campaigns.
The contact panel shows Pipedrive's side. In the contact drawer and the inbox, a contact shows their Pipedrive owner, label, organization and any fields you choose, and you can change the owner and label in place.

Connect and set up

Open Integrations > Pipedrive and select Connect. Sign in to Pipedrive, pick the company, and approve the permissions.
The setup wizard opens. Select Switch to Pipedrive. Warmbly reads your labels and fills in the rules from them: an interested reply labels the person Hot lead, and people labeled Customer are never emailed by a campaign. Every other question also has a working default, so you can press Looks good through the rest and adjust later.
Finish the wizard. Warmbly adds its fields to Pipedrive, registers for Pipedrive's change notifications, and starts the first pull: users, pipelines, then deals and recent activities. The dashboard fills in as it runs, usually within a minute or two.

After setup the same page holds the settings and the sync health panel. Changing them needs the manage_settings permission.

If the workspace runs on HubSpot when you switch, the wizard says so first. Switching makes Pipedrive the CRM instead: HubSpot's mirrored records stay in Warmbly, nothing is deleted in HubSpot, and HubSpot stays connected for automations.

Who should connect

Connect as a Pipedrive admin when you can. Pipedrive checks every change against the connected user's own permissions, and adding the Warmbly fields and the change notifications needs an admin (or the contact fields and webhooks permissions). Without them the sync still runs: fields are not written, and Warmbly checks Pipedrive every five minutes instead of hearing about changes at once.

What syncs

Record	Direction	How
Deals	Both ways	Warmbly writes through to Pipedrive. Changes in Pipedrive arrive within seconds
Pipelines and stages	Pipedrive to Warmbly	Managed in Pipedrive only. Refreshed when they change, and every six hours
Activities (Warmbly tasks)	Both ways	Warmbly writes through. Activities owned by matched users arrive within seconds
Notes	Both ways	Warmbly writes through. Notes on a linked person arrive within seconds
Activity types	Pipedrive to Warmbly	Your company's own activity types, such as Call, Meeting, Task and Deadline
Users	Pipedrive to Warmbly	Refreshed every six hours and matched to members by email
People	Both ways, per field	Owner, labels, organization, unsubscribe status and the fields you map. See people and field mapping
Outreach activity	Warmbly to Pipedrive	See activity logged to Pipedrive

Changes made in Pipedrive reach Warmbly through Pipedrive's change notifications, usually within seconds. Warmbly also checks for changes every fifteen minutes in case a notification was missed, or every five minutes when notifications are not available. Opening a contact in Warmbly refreshes their Pipedrive record on the spot, and their deals, activities and notes every few hours.

Pipedrive gives each company a daily API budget, shared by every app it uses. Warmbly reads only what changed and spaces its checks so a normal workspace uses a small part of it.

Deals and pipelines

The Pipelines page lists only your Pipedrive pipelines, and creating, renaming or deleting a pipeline or stage is refused with crm_managed_externally: make the change in Pipedrive and it appears in Warmbly within moments. In the wizard you can limit the mirror to some pipelines; deals in the others are not shown.

In Pipedrive, won and lost are a deal's status, as in Warmbly: marking a deal won or lost keeps its stage, and moving it between stages does not change its status. Stages carry Pipedrive's deal probability. A deal owned by a Pipedrive user who is not a workspace member shows that user's name.

Deals in a pipeline that only exists in Warmbly are hidden from the deal table and board while Pipedrive is your CRM. They are not deleted: copy them into Pipedrive or switch back to see them again.

Deals created by an automation's Create deal or Move deal stage action reach Pipedrive too, through the sync queue rather than at once.

Activities

The Tasks page shows the Pipedrive activities owned by Pipedrive users who are matched to workspace members. The first pull brings in activities changed in the last 90 days. A person's own activities come in when you open them, whoever owns them. Done email activities are records of an email, not to-dos, so they are not shown as tasks; that includes the ones Warmbly logs itself.

Warmbly	Pipedrive
Type	The activity type with the same name, else the closest one (Call, Meeting, Email, Deadline, Task)
Status `pending` or `in progress`	Not done
Status `completed` or `cancelled`	Done
Due date and time	Due date and due time
Priority	Kept in Warmbly only
Assignee	Activity owner. A member with no matched Pipedrive user cannot be assigned (`crm_owner_unmapped`)

Creating, editing or deleting a task type is refused with crm_managed_externally, because the types are Pipedrive's activity types. Tasks Warmbly opens by itself, such as follow-up tasks from replies and an automation's Create a task, become Pipedrive activities as well.

People and field mapping

A Warmbly contact is linked to a Pipedrive person by email address. Linking happens when Warmbly emails the contact, when you open it, when a person whose address Warmbly has changes in Pipedrive, and after an import from a Pipedrive filter.

When Warmbly emails someone Pipedrive does not have, it creates the person (on by default), owned by the Pipedrive user matched to the member who owns the sending mailbox. With organization creation on (also the default), the new person is linked to the organization named after their company, or their email domain when the company is blank, and the organization is created when Pipedrive has none. Free mail domains such as gmail.com never become organizations. With creating people off, someone Pipedrive does not have is simply not logged there.

Each mapped field has a direction:

Direction	What happens
Warmbly wins	Warmbly writes the field to Pipedrive when the contact is edited in Warmbly and each time it emails them
Pipedrive wins	A change in Pipedrive is copied onto the Warmbly contact
Most recent	An edit in Pipedrive is copied onto the Warmbly contact, and an edit in Warmbly is written to Pipedrive

The defaults map first name, last name, company and phone to the person's first name, last name, organization and phone, all Most recent. Pipedrive keeps a person's name as one field and splits it itself, so first and last name are written together. A custom Warmbly field maps as custom:<key> to any text, number, phone or date field of yours. A blank value in Pipedrive never blanks a Warmbly field, and the email address is never overwritten from Pipedrive.

You can also pick up to 40 of your Pipedrive fields to show on the contact panel.

Activity logged to Pipedrive

In Warmbly	In Pipedrive	Default
A campaign email is sent	A done Email activity with the subject, the body, the sending mailbox and the campaign	On
The person replies	A done Email activity titled `Reply: <subject>`	On
An email bounces	The logged email activity is renamed `Bounced: <subject>`	On
The person unsubscribes	A note on the person	On
A meeting is booked through Calendly or Cal.com	A Meeting activity at the booked time	On
An open	The Warmbly last opened field updated, no activity	Off
A click	The Warmbly last clicked field updated, no activity	Off

Each activity is linked to the person, their organization and their open deal. Its owner is the Pipedrive user matched to the member who owns the sending mailbox, otherwise the person's owner. Activity is logged within seconds and never depends on your webhooks or their per-minute limit, so a large send is logged in full.

Opens and clicks are off by default because mail privacy proxies and security scanners open and click on their own. Turned on, they only update the two fields, at most once a day per person, and never create a person in Pipedrive.

Warmbly fields

Warmbly adds these custom fields to Pipedrive people when you switch, and keeps them up to date (on by default; turning it off stops every field write, including opens and clicks). A field your team already has with the same name is reused.

Field	Holds
Warmbly status	Contacted, Replied, Interested, Not interested, Meeting booked, Bounced or Unsubscribed. A later send never moves a person back from a reply status to Contacted
Warmbly last campaign	The name of the last campaign that emailed the person
Warmbly last contacted	When Warmbly last emailed the person
Warmbly last replied	When the person last replied
Warmbly reply intent	How Warmbly classified the latest reply
Warmbly last opened	Last open, when open logging is on
Warmbly last clicked	Last click, when click logging is on
Open in Warmbly	A link that opens the contact in Warmbly

Users

Pipedrive's users are matched to workspace members by email address. Where the addresses differ, pick the member by hand on the Pipedrive page; a match you choose is kept and never replaced by the email match. Matching decides:

whose activities appear on the Tasks page
who owns the email activities a mailbox logs, and the people it creates
which Pipedrive user a deal or activity gets when you assign it to a member in Warmbly

Positive replies

When a reply is classified as interested, Warmbly can:

label the person (by default Hot lead, when your company has that label). The label replaces the person's current one
add them to the Leads Inbox as a lead for the person and their organization, owned by whoever owns the mailbox that got the reply (off by default)
create a deal in a pipeline and stage you choose (off by default)

The lead and the deal are both skipped when the person already has an open deal. The follow-up task comes from your existing reply follow-up setting and becomes a Pipedrive activity like any other task.

Exit rules

Exit rules hold a person in every campaign they are in when Pipedrive says they have moved on, so nobody gets a follow-up after becoming a deal or a customer. A held lead stays held until someone resumes it; the hold shows the reason, such as "A deal was opened in Pipedrive".

Rule	Default
A deal is opened for the person in Pipedrive	On. Only deals created in the last 48 hours count, so the first pull's existing deals stop nobody
The person gets a label you choose	On, for Customer when your company has that label
The person unsubscribes in Pipedrive	On. Needs Pipedrive Campaigns, which records email marketing status. The address is added to the suppression list

Import guards

Guards decide who an import from a Pipedrive filter leaves out:

Guard	Default
Skip people who unsubscribed in Pipedrive	On
Skip people with these labels	On, for Customer when your company has that label
Skip people with an open deal	On
Skip people owned by someone outside the workspace	Off

Working from inside Pipedrive

The Warmbly panel on person and deal pages shows the person's Warmbly status, each campaign they are in with its step, status and last activity, and why a lead is paused, with a link that opens them in Warmbly. Its two actions work from Pipedrive itself:

Add to Warmbly campaign opens a picker of your campaigns and adds the person. Someone new to Warmbly is created from the Pipedrive person, unless they unsubscribed in Pipedrive
Pause in Warmbly pauses or resumes every campaign the person is in

On a deal page the panel shows the deal's person. The panel acts as the Warmbly member matched to the Pipedrive user viewing it (see users), with that member's role:

In the panel	The member needs
See the person's Warmbly status and campaigns	View campaigns and view contacts
Add to campaign	Manage campaigns and manage contacts
Pause or resume	Manage campaigns

A Pipedrive user with no matched member, or whose member is still invited, is banned from signing in, or lacks the permission, sees why in the panel and changes nothing. The panel needs the Pipedrive company to be in Pipedrive mode in exactly one Warmbly workspace. On a self-hosted instance the panel is part of your own Pipedrive app; see self-hosting.

Importing from Pipedrive filters

From Contacts, choose Import from Pipedrive and pick one of your saved people filters. The preview counts who would come in and who is skipped, by reason: unsubscribed, label, open deal, owned by someone outside the workspace, no email address, and duplicate address. Continue, and the filter becomes an ordinary contact import, finished in the usual import review where you pick the campaign, labels and duplicate handling.

One import takes up to 25,000 people; a larger filter is cut off at that number and the preview says so. The imported contacts are linked to their Pipedrive persons a couple of minutes later, so their first sends log against the right person.

Copying your Warmbly CRM into Pipedrive

When a workspace that used Warmbly's CRM switches, its own deals, tasks and notes are not in Pipedrive yet. Records mirrored from a CRM the workspace used before (such as HubSpot) are not counted. The Pipedrive page counts them and copies the kinds you pick, once:

Deals move onto your first Pipedrive pipeline. Each keeps its stage when Pipedrive has a stage with the same name, and otherwise goes to the first stage. Won and lost deals stay won and lost
Tasks become activities and notes become notes, with their person and deal

A record already in Pipedrive is never copied twice, so running it again only picks up what was missed. A Warmbly deal, task or note you edit after switching is also created in Pipedrive at that moment.

Sync health and fixing errors

The Pipedrive page shows what is waiting, what failed in the last runs, how many records are mirrored, and when each pull (users, pipelines, deals, activities, people), the change notifications and the Warmbly fields last ran with any error they hit. Sync now starts a full pull; a second one within a minute is refused with crm_sync_running.

Changes you make in the dashboard go to Pipedrive while you wait. Activity logging, automation-written records, large bulk changes and copies go through a queue that retries a failure with growing gaps (a minute, five minutes, half an hour, up to several hours) before marking it failed. Failed items stay listed for 30 days with a plain-language reason. Retry sends them again and Discard drops them.

You see	What to do
Reconnect Pipedrive	Pipedrive revoked Warmbly's access, or the connected user may not make that change. Reconnect from Integrations, as an admin when you can
Pipedrive refused the change	Pipedrive's own rule, shown in its words. Fix it in Pipedrive or on the record, then retry
This record no longer exists in Pipedrive	It was deleted in Pipedrive. Discard the item
That member is not a Pipedrive user yet	Match the member to a Pipedrive user in users
Pipedrive did not answer	Pipedrive was slow, down, or the company used up its daily API budget. It retries by itself
Instant updates need this instance reachable over HTTPS	Pipedrive cannot reach the instance. Warmbly checks every five minutes instead

Warmbly keeps its calls well under Pipedrive's burst limit for each company (30 requests every two seconds and 4 searches, shared across every Warmbly process), and waits and retries when Pipedrive asks it to slow down.

Switching back and disconnecting

Choosing Warmbly as the CRM again, switching to HubSpot, or disconnecting Pipedrive stops the sync and the activity logging. Switching removes Warmbly's change notifications from Pipedrive; after a disconnect, Warmbly answers their deliveries as gone and Pipedrive retires them. Nothing is deleted on either side: the deals, pipelines, tasks and notes that were mirrored stay in Warmbly as ordinary records you can edit, the hidden Warmbly-only pipelines come back, and Pipedrive keeps everything that was written there, including the Warmbly fields. Switching back to the same Pipedrive company later picks up the same records rather than duplicating them.

Self-hosting

A self-hosted instance uses its own Pipedrive app. Create one in the Pipedrive Developer Hub, then:

Set the callback URL to BACKEND_PUBLIC_URL plus /integrations/oauth/callback, or to the value of INTEGRATIONS_OAUTH_REDIRECT_URL when you set one.
Give the app these scopes: deals (full access), contacts (full access), activities (full access), users (read), search (read), leads (full access), contact fields (full access) and webhooks (full access). Pipedrive mode needs the first four; without the others, lead creation, the Warmbly fields or instant updates are skipped.
Set PIPEDRIVE_OAUTH_CLIENT_ID and PIPEDRIVE_OAUTH_CLIENT_SECRET on the backend and the consumer, and set APP_URL so the Open in Warmbly field points at your dashboard. See configuration.
Optionally add the Warmbly panel under App extensions: a JSON panel and two JSON modals, whose schemas are in the repository's pipedrive-app/ directory. The steps are in configuration.

The consumer runs the pull and the sync queue. Change notifications are registered by Warmbly itself when a workspace switches, one set per connection, delivered to <backend>/api/v1/integrations/pipedrive/webhooks/<connection id>. They need BACKEND_PUBLIC_URL to be an https address Pipedrive can reach; without one, Warmbly checks Pipedrive every five minutes instead. Pipedrive authenticates each delivery with a password Warmbly derives for that connection from the client secret, and a delivery only makes Warmbly read the named record sooner: it always reads the record from Pipedrive itself, and removes a mirrored record only when Pipedrive answers that it is gone.

Moving a workspace

A workspace export carries the CRM mode, its setup choices, the user matches, which Warmbly record is which Pipedrive record, and each contact's Pipedrive details, so the destination keeps updating the same Pipedrive records instead of creating duplicates. The sync queue and the pull checkpoints stay behind; the destination starts its own pull and registers its own change notifications. Reconnect Pipedrive on the destination unless it uses the same Pipedrive app and the archive carried credentials.

FAQ

Which Pipedrive plans work? Every plan has the deals, people, activities, notes and filters Pipedrive mode uses. Unsubscribe status is only recorded on companies with Pipedrive Campaigns, so the unsubscribe exit rule and guard do nothing without it.

Why are emails logged as activities? Pipedrive only lets an app add email through its own mailbox sync. A done Email activity is the closest Pipedrive record: it sits on the person's timeline with the subject and body, and counts in Pipedrive's activity reports.

Why are opens off? Mail privacy proxies and security scanners open and click automatically, so opens are a weak signal. Turned on, they only update the Warmbly last opened and Warmbly last clicked fields.

What happens to my data when I disconnect? Everything that was mirrored stays in Warmbly as ordinary records, and nothing is removed from Pipedrive. See switching back and disconnecting.

Can I edit pipelines in Warmbly? No, while Pipedrive is your CRM. Edit them in Pipedrive and they update in Warmbly within moments.

Does every member need a Pipedrive seat? No. Members without a matched user still see deals, activities and notes; they cannot be assigned Pipedrive deals or activities, and their mailboxes log email under the person's owner.