Pipedrive
Connect Pipedrive so completed meeting summaries are pushed automatically to matched contacts and deals.
Pipedrive is a CRM integration. Once it's connected, VoiceCap pushes a note to Pipedrive whenever a meeting finishes processing, matched to the Pipedrive person the meeting was with. Only an Owner or Admin can connect or disconnect it, and it has to be turned on for your organization first. If Settings > Integrations shows "CRM integrations are not enabled for this organization", ask VoiceCap support to enable it.
Connecting Pipedrive
- Go to Settings > Integrations.
- Find the Pipedrive card and click Connect Pipedrive.
- Log in to Pipedrive and approve the request. You're sent back to Settings > Integrations with a "Pipedrive connected." confirmation.
VoiceCap's connection request doesn't list specific Pipedrive scopes itself. What Pipedrive lets the connection do is set by how VoiceCap's app is registered in the Pipedrive Developer Hub, not by a parameter VoiceCap sends at connect time. In practice, once connected VoiceCap only ever reads person and deal records to find a match, and creates notes. It never edits or deletes anything in Pipedrive.
What syncs, and when
A meeting is pushed to Pipedrive once, when it reaches completed status. VoiceCap never re-pushes a meeting to the same connection later, even if you reconnect. Nothing is pushed retroactively for meetings that were already completed before you connected Pipedrive.
Before pushing, VoiceCap classifies the meeting from its calendar attendees:
- External: at least one attendee's email is outside your organization's domains (this includes personal addresses like Gmail).
- Internal: every attendee is on an organization domain.
- Unknown: the meeting has no calendar attendee data at all. This is every meeting created by uploading a file or pasting a meeting URL, since those never carry an attendee list.
Domains are the ones set up on the Organization settings page; see Organization settings.
Under the Pipedrive card you choose which classifications sync:
| Setting | Syncs |
|---|---|
| External meetings only (default) | Meetings classified external |
| Internal meetings only | Meetings classified internal |
| All classified meetings | Both external and internal |
A separate Sync unclassified meetings toggle, off by default, decides whether unknown meetings (uploads and pasted links) sync too. It's independent of the setting above.
You can also restrict syncing to specific members with Which members' meetings to sync. This matches on who the meeting belongs to. Leave it empty and every member's meetings are eligible; add members and only their meetings sync.
What gets created in Pipedrive
For a meeting that's due to sync, VoiceCap takes its external attendee emails (the ones outside your organization) and searches Pipedrive for a person with a matching email, in the order the attendees appear. The first person found is the match. If that person has an open deal, VoiceCap uses it too.
If no attendee email matches any Pipedrive person, nothing is created. The meeting is recorded as skipped rather than retried.
When there is a match, VoiceCap creates a note on that person (and their open deal, if one was found) containing:
- The meeting title
- The summary
- Action items, with the assignee name where one was set
- Key topics
- A link back to the meeting in VoiceCap
VoiceCap never sends the raw transcript to Pipedrive, only the summary content above.
If a sync fails
A failed sync is recorded under the Pipedrive card as "Last sync failed", with the error message. Most failures (a temporary Pipedrive outage, for instance) don't change anything else; the integration stays connected and the next completed meeting tries again normally. If Pipedrive rejects your organization's credentials outright, the card switches to an Error status and you need to reconnect. Once a sync has failed, the "Last sync failed" note stays on the card, even after a later meeting syncs successfully, until you disconnect and reconnect Pipedrive.
Disconnecting
- Go to Settings > Integrations.
- Under the Pipedrive card, click Disconnect.
- Confirm in the "Disconnect integration?" dialog.
Disconnecting stops all syncing and clears the stored credentials, but keeps your routing selections. Reconnecting later restores them rather than resetting to the defaults.