Email automation/text reminders with Scheduler

Elisa.medboard Member Posts: 2
5 Up Votes

I think Scheduler could offer email/text reminders as a feature to ensure prospects do not forget the meeting

12 votes

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  • Graham Cox
    Graham Cox Member Posts: 157
    First Anniversary First Comment 5 Up Votes 5 Likes

    1000% yes to this, it would be a massive time saver and increase efficiency.

  • Felix Brumme
    Felix Brumme Member Posts: 29
    First Anniversary 5 Up Votes Name Dropper 5 Likes

    I just built some complex automations a few days ago where I use Zapier to trigger a mail automation in PD. So YES such a function is clearly missing in Pipedrive!

  • Todd Pitcher
    Todd Pitcher Member Posts: 2
    First Comment Photogenic

    I need this! Please add this as a feature

  • pergatto
    pergatto Member Posts: 6
    First Anniversary Name Dropper First Comment Photogenic

    I need this too! Please add this as a feature 🙏

  • LouiseB
    LouiseB Member Posts: 6
    Photogenic Name Dropper First Comment

    Oui !! Intéressée aussi par cette fonctionnalité !

  • Joel Marks
    Joel Marks Member Posts: 16
    Name Dropper First Anniversary Photogenic First Comment

    How to Automate Reminders in Scheduler

    Hi All. I wanted to share and will walk you through the steps to automate reminders using Pipedrive and Zapier. This process will help you ensure that all your sch

    eduled activities are efficiently managed and your clients receive timely notifications.

    Step 1: Create New Activity

    • Create a new activity called Scheduler.

    Step 2: Configure Meeting Scheduler

    • Navigate to Meeting Scheduler.
    • Go to Manage Availability.
    • Access Meeting Details 2/3.
    • On the right-hand side, under Visible to you, select or scroll down to Scheduler Activity.

    Step 3: Create Activity Filter

    • Create an activity filter with the following conditions:
      • Activity type is Scheduler.
      • Activity due date is tomorrow.
      • Activity add time is not today (to avoid reminders for activities booked on the same day).

    Step 4: Set Up Zapier Automation

    1. Create a Zap:
    2. App: Pipedrive
      • Event/Trigger: Activity Matching Filter (use the filter created in Step 3).

    Step 5: Find User and Adjust Time in Pipedrive (Optional but Recommended)

    • Retrieve the user's timezone offset.
      • This is only necessary if you want to include the correct time in the email.
      • If you are new to Zapier, I would advise going straight to Step 6.
      • Note: London timezone is currently GMT+1. The data transferred is in GMT (0), so an adjustment is needed.

    Step 6: Adjust Time with Code by Zapier (Optional but Recommended)

    • Step 6: Use Code by Zapier:
      • Python Code to adjust the date format and amend times (+1 hour). Additionally, convert the date from YYYY-MM-DD to DD-MMM(Text)-YYYY.
      • Alternatively, use Format by Zapier with the Date/Time Function to add +1 hour and change the time. This will require an additional two steps. If you are new to Zapier, I recommend doing this as two separate steps rather than dealing with complex Python code.

    Step 7: Send Email via Gmail

    • Step 7: Set up the email to send to the client.
      • To: Attendees' Emails (both will receive notifications).
      • From Name: Person Owner ID Email.
      • Reply To: Person Owner ID Email.
      • From: Email Account signed into Zapier.
      • Subject: Reminder (or your preferred subject).
      • Body: Use plain text if you are new to this, or HTML if you are advanced.

    Will look something like this:

    By following these steps, you can streamline your scheduling process and ensure that your clients are always reminded of their upcoming meetings. If you need further help, feel free to reach out to me!