The 1-Hour Pipedrive Onboarding

Right, let’s not waste another second and get you started with your CRM setup immediately.

Just a quick double check to avoid starting with the wrong CRM:

  • do you rely on email marketing exclusively, without personal sales process?
  • are you selling thru Shopify?
  • is the price of your main product or service <500$?

If more than one of the answers is a yes, pipedrive is not for you.

Go check out our HubSpot crash course. That’s going to be a much better fit, promised.

A very brief outline of what is about to happen:

  • You get yourself well situated. This post will take you about an hour. The only preparations are a cup of tea or coffee.
  • We’ll register for a trial period of 30 days with pipedrive.
  • We’ll set up the “environment”, which is your contacts, calendars and emails.
  • We’ll set up a very simple email squeeze lead funnel. This is mainly to exemplify working with leads, webforms and simple automations
  • We’ll set up a scheduler link and a simple automated email funnel. This will put your scheduling process on steroids at 0 overhead for personal assistants.
  • We’ll create a bunch of products. If you ever going to write proposals or invoices, products are the way to go.

OK, got your tea-coffee-juice? Let’s go.

Step 1. Register for a 30-day-trial of pipedrive

Click on this big bold (affiliate) button to get started:

Get pipedrive for free

Follow the very simple instructions and keep the tab with pipedrive open at all times. You can also keep the browser windows side by side. Here’s a quick way to do so on both macs:

and windows:

Now, let’s go thru the general settings of pipedrive:

[Video of pipedrive general settings]

Trivial. Now, the quickest way to get clients or leads into your CRM is by syncing your address book. You can filter out contacts by adding those you do business with to a group within your address book and then syncing just that group with pipedrive. Let’s get into it:

[Video on contacts import]

No contacts to work with? No problem, here’s a primer on using Prospector tool:

[Video on prospector tool]

Since email sync takes pipedrive a while, let’s do this right now before we move with the rest of the show. Pipedrive’s main limitation is that it can only work with one inbox at a time. This means you can switch between different email accounts, but you need to pro-actively switch them in pipedrive to send and receive thru a specific address.

If you don’t want to sync your whole inbox, use labels (OG folders) to filter business relevant emails first. Let’s dive into it:

[Video on email sync]

Great, let’s move on to calendars. Calendar sync is super simple and – imo – important. Similar to emails, pipedrive can only sync one calendar at a time. Get yourself a fresh cup of coffee for this one:

[Video on calendars]

Excellent job, well done, grab a treat, you earned it. Now, let’s get to the meat and set up a lead funnel using webforms and leads features.

Step 2. Set up a lead funnel with pipedrive’s webform and automated email response

This is a fun one, you’ll be wearing a developer hat during this one. No worries, it involves no coding. But you will create a fully working automation along the way.

Let’s go, watch the video:

[Video on creating a webform, saving results as a lead with an automatic campaign email]

Go ahead and embed that webform straight away. Get in touch if you need help with that.

If you indent to use the mobile app of pipedrive for working with the leads, I suggest saving leads as deals directly. Since the app does not recognize the lead feature yet, it’s easier to see those leads as new deals in the app immediately. Not a biggie, since deals and leads share the custom properties.

Want to know more about when to use which and why? Here’s an article on that.

[Video on creating deals from webforms with an automatic email from template with automation workflow]

And that’s it. You now have a fully working lead funnel and your first email autoresponder, all within pipedrive (look ma, no mailchimp involved!)

Step 3. Meeting scheduler and more email automation.

Now that we have your lead funnel and first pipeline up and running, here’s a tutorial on making that scheduling of (virtual) meetings dumb simple:

[Video on scheduler feature, email with a scheduler link automation and possibly campaign automation]

This part is simple, short and extremely efficient, especially if your meetings are virtual (hooray to the zoom and teams and meets)!

Step 4. Setting up products.

Simply put, products are your services or products that are up for sale. Here’s a few examples:

  • Consulting rates, per day or hour
  • Webdesign or development services
  • An ebook
  • Online courses
  • Physical goods, like premium watches
  • Tickets
  • Memberships

Whatever you have to offer, we can make a product in product for that in pipedrive. This will help streamlining the process of proposals and – in long term – writing invoices. Nothing more pleasant than having a contract or an invoice generated automatically once your deal hits a specific stage of it’s lifecycle. Let’s get into this:

[Video on products]

And you’re done! Great job, dear friend. Time to grab a well-earned treat and close some deals!


There’s obviously a whole lot more you can do with your new setup. For example, a whole world of automation is open to you once you sign up with Make is a zapier-on-steroids app, frankly. While zapier is cool for simple scenarios, branching things and copy-pasting steps is still cumbersome to impossible. Therefore, make. We love make.

Here’s a bunch of articles to get you inspired:

[Link to article about xero automation]

[Link to article about saving stats to google sheet]

[Link to article about insight dashboards and sharing those]

[Link to article about