Manage Retreats

Oliver_B

Hi,

I would like to manage Retreats with Pipedrive. The following situation/requirements:

• I have for example 8 Retreats per year
• Each Retreat has a certain capacity of Rooms. Let's say Retreat A has a capacity of 10 rooms while Retreat B has a capacity of 8 rooms
• My main intention to use Pipedrive is to manage releationship with Contacts, do E-Mail Marketing etc. and get by Retreats booked
• I'd like to see an overview of my open (not yet done) Retreats and how many rooms are still open (not sold)
• On my contacts i'd like to see in which Retreats they attended (re-targeting)

Since I am just starting with Pipedrive I am not sure how to set this up. Is it the right approach to use for each Retreat a Project? I saw I can allocate Deals/Contacts to Projects but there is an issue with it. When I allocate a Project to a Deal and I close the Deal as won the Project is not shown on the Contact…

Any other ideas? Any help highly appreciated.

Regards,
Oliver

Oliver_B

I meanwhile took the approach with Products instead. When I sell products (Retreat) with a deal the sold deals appear on the contact. This does not happen with Projects. So it seems that the approach with products is smarter. Any opinions on that?

I looked as well into analysis and unfortunately it is not possible to add filters on goals. So I cannot create a chart with a goal on a specific product as far as I saw. Any other ideas here?

Best regards,

Oliver

Leonardo Zimmermann

Hey, @Oliver_B!

Your current approach indeed sounds more efficient, having your needs in mind. When thinking about this scenario, I came up with a possible workflow that has all your needs included, which would involve several changes to your current workflow. I am not sure they would be the best fit for you, but here is what I put together:

Custom Fields

• Create a custom field for Contacts named "Retreats Attended" (where you can list all the retreats someone has attended).
• Create a custom field for Deals named "Retreat Name" (a single-option field for each Retreat)
• Create a custom field for Deals named "Room Capacity" (a numerical field).
• Create a custom field for Deals named "Rooms Booked" (a numerical field).
• Create a custom field for Deals named "Rooms Available" (a formula field calculated as "Room Capacity" - "Rooms Booked").

Create a main deal for each retreat

Create a new deal for each Retreat, and fill in the custom fields: select the retreat name, set the room capacity, and initially set rooms booked to 0.

Manage bookings

Create a Deal for Each Booking, in a different Pipeline. Each time a contact books a room, create a new deal representing the booking. Link the contact to this booking deal. Set the "Retreat Name" to the appropriate retreat. Update the main Retreat deal’s "Rooms Booked" field by manually incrementing it by 1.

Update rooms availability

Manually update the "Rooms Booked" field in the main Retreat deal each time a booking is made, or use an automation to fill in the "Rooms Booked" field whenever a new booking deal is created.

Track retreat attendance

Update Contacts with Retreats Attended: when a contact books and attends a retreat, update their "Retreats Attended" field in their contact record. This can also be automated using Pipedrive’s workflow automation to update the field when a booking deal is marked as won.

Tracking retreat attendance

1. Create Filters for Open Retreats: create a filter to show open (not yet done) retreats. Use the custom fields to display the retreat name, room capacity, rooms booked, and rooms available.
2. Create a Dashboard: use a dashboard feature to visualize the number of rooms available and the status of each retreat.

Retargeting

Use activities to schedule follow-ups, reminders, and tasks related to each retreat.Leverage Pipedrive’s email marketing integration to send targeted emails to contacts based on their retreat attendance history.

This workflow would help with managing your retreats within Pipedrive, giving you a clear overview of bookings, availability, and participant history - while maintaining contact management and an email marketing strategy.

I understand this might be a lot and a totally different approach to what you currently have on your side, but even if this is not applied integrally, hopefully this can give you one or two good ideas :)

Oliver_B

Thanks Leonardo. I so far solved it with Products (1 per Retreat) and Variants (Room Types). I just realized that in E-Mail Templates you cannot use any fields from Products. It is really strange that this is not considered. So your approach would solve this since Custom Fields are visible and useable in E-Mail Templates.

Need to get my head arround which approach to choose.

Thanks so far.

Oliver

WillemZee

Hi Oliver,

That sounds like a great idea to manage retreats with Pipedrive! I can see how keeping track of rooms and attendees would be crucial for running smooth events. While I don’t have experience with Pipedrive specifically, I recently came across Mallorca Soul, a retreat brand that offers various wellness experiences, including a meditation retreat Spain. From what I learned, they put a strong emphasis on personal connections and individual needs, which seems similar to what you’re aiming for with your system. They also host multiple retreats a year, so I wonder if they use a tool like Pipedrive to manage their client relationships and retreat logistics.

As for your question, using projects for each retreat sounds like a good approach. You might also consider setting up custom fields to track room availability and link them to your contacts. This way, you can monitor retreat bookings and see which guests have attended past retreats for re-targeting purposes. Best of luck with setting it all up! Would love to hear how it works for you!

Regards,
Alaric Stanhope

Oliver_B

Hi Alaric

Thanks for your reply. Since the Business is in early stage I did setup a very simple configuration within Pipedrive. Still a lot of manual work but with the current number of Retreats per year this is manageable. Thanks for sharing the link. SANSEVA has a clear focus on YOGA with "Specials" on every Retreat (for example Ayurveda). The Retreats are in Luxus Locations which are exclusive for SANSEVA in Mallorca, Greece and Switzerland.

Maybe for 2025 Season I will look into a much more efficient configuration.

All the best,

Oliver