Pipedrive Meeting Scheduler: Your Complete Guide for 2025

Scheduling meetings can be one of the most time-consuming parts of the sales process. But with Pipedrive's meeting scheduler tool, you can eliminate the back-and-forth emails trying to find suitable meeting times with prospects and clients. This guide explores how to use Pipedrive's scheduling feature to streamline your appointment booking process, improve your workflow, and close deals faster. We’ll also introduce Zeeg, a tool that’s more focused on scheduling, and how it can help streamline your business meetings. 

What is Pipedrive meeting scheduler?

Pipedrive meeting scheduler is a built-in appointment setting system that works similarly to standalone tools like Calendly or Zeeg, however with fewer scheduling options. The feature allows you to share your availability with prospects and clients, who can then book meetings at times that work for both of you. And it automatically syncs with your calendar to prevent double bookings, helping you to manage your meetings efficiently within your CRM.

Where to find the meeting scheduler in Pipedrive?

You can access the Pipedrive scheduler from two locations: in the email composition box of either an item's detail view or the mail tab, where you should click on "Meeting scheduler"; of by going to the Activities tab and click on "Meeting scheduler" in the top left corner of the screen.

How to set up your Pipedrive scheduler

Before using the meeting scheduler feature, you'll need to configure some settings:

Calendar synchronization

First, sync your calendar with Pipedrive:

1. Go to the menu and find "Calendar Sync"
2. Select your account type (Google, Outlook, etc.)
3. Choose which calendar you're using if you have multiple calendars
4. Select one-way or two-way sync (one-way only synchronizes activities to your calendar, while two-way syncs both ways)
5. Choose what you want to sync to your calendar

Video conferencing integration

To add video conferencing to your meetings:

1. When setting up a meeting, choose your preferred video conferencing tool (Zoom, Google Meet, or Microsoft Teams)
2. Log in to your chosen platform to authorize the integration
3. Pipedrive will automatically add video conferencing links to your meetings

Types of links on Pipedrive meeting scheduler

Pipedrive offers two ways to propose meeting times to your clients:

1. General availability

This option allows you to set recurring blocks of time when you're generally available for meetings. Clients can choose from these time slots at their convenience.

To set up general availability:

1. Go to Meeting scheduler > Manage availability
2. Click "Add availability" or edit the default one
3. Set your meeting duration (the default is 60 minutes, but you can adjust this)
4. Specify the date range for which this availability applies
5. Set your available hours, typically Monday to Friday from 9 AM to 5 PM
6. Configure buffer times between meetings if desired
7. Choose starting time increments (every 15 minutes, 30 minutes, or hour)
8. Set the minimum notice period for booking and how far in advance meetings can be scheduled

2. Specific times

This option lets you offer specific, one-off time slots for meetings. It's ideal for non-recurring appointments like lunch meetings or scheduled phone calls.

To set up specific times:

1. Go to Meeting scheduler > Pick times
2. Select specific days and times from your calendar
3. Configure the meeting details

Customizing your meeting details

For both general availability and specific times, you can customize:

1. Meeting name - What clients will see for the scheduled meeting
2. Location - Physical location information, if relevant
3. Video conferencing - Choose your preferred platform
4. Description - Information about the upcoming meeting
5. Company name - Change what appears to invitees
6. Form fields - Add questions or fields for invitees to fill out
7. Footer text - Add additional information at the bottom of the scheduling form

How to share availability with Pipedrive Scheduler

Once you've set up your availability, you can share it in several ways:

1. Via link

1. Go to Activities > Meeting scheduler
2. Hover over the availability to copy your invite link
3. Share this link through messaging apps, emails, or any other communication method

2. Via email

1. In the email composition window, click "Meeting scheduler"
2. Choose to share your general availability or pick specific times
3. The link or selected times will be embedded directly in your email

3. Via website embedding

1. Go to Activities > Meeting scheduler > Manage availability
2. Click "Share" on the right side
3. Copy the provided code snippet
4. Paste it on your website to create an embedded scheduling form

Managing scheduled meetings

After someone books a meeting with you:

1. Both you and your contact will receive a confirmation email
2. The meeting is automatically added to your calendar
3. The booked time slot is removed from availability for others
4. The meeting appears in your Pipedrive activities calendar

To edit or delete a scheduled meeting:

1. Go to your activities calendar view
2. Click on the appointment you want to modify
3. You'll be redirected to the meeting scheduler calendar
4. Make your changes or click the trash can icon to delete the appointment

Availability management tips for Pipedrive scheduler

Effectively managing your availability in Pipedrive's meeting scheduler can dramatically improve your productivity and meeting quality. Here are some advanced strategies to optimize your scheduling workflow:

1. Create multiple calendars for different purposes

Segmenting your time allows you to maintain control over different aspects of your workday. Consider creating a dedicated availability template for prospects and clients where you offer only your peak performance hours. For internal team meetings, you might set up a more flexible calendar that accommodates quick check-ins. If you conduct webinars or training sessions, a specific calendar with time blocks dedicated to these educational activities can help you stay organized. Many sales professionals also find value in establishing regular "office hours" with shorter meeting durations for quick consultations. For each calendar type, you can customize the meeting duration, description, and required fields to match the specific purpose, which helps you mentally prepare for different types of conversations throughout your day.

2. Use buffer times strategically

Buffer times serve multiple purposes beyond simply preventing back-to-back meetings. Setting a 10-15 minute buffer before important sales calls gives you time to review deal details and prepare talking points. Similarly, adding a short buffer after meetings allows you to document key takeaways while they're fresh in your mind. For in-person meetings, additional buffer time accounts for travel or finding parking. These cognitive transitions between different types of work, such as switching from deep focus to client calls, can significantly improve your performance in each context. Many successful sales professionals also create longer buffers after particularly demanding meetings that might drain energy. Within Pipedrive, you can configure different buffer times for different meeting types, reflecting the preparation needed for each specific interaction.

3. Set appropriate notice periods

Controlling how far in advance meetings can be booked helps you maintain schedule predictability while accommodating different relationship types. A typical 24-hour minimum notice period for standard meetings prevents surprises and allows adequate preparation time. For complex meetings requiring significant preparation, you might want to require 2-3 days' notice. With established clients, consider allowing shorter notice periods to maintain relationship flexibility. On the other end of the spectrum, limiting how far in advance meetings can be scheduled—typically 3-6 months—helps maintain your long-term scheduling flexibility. For hot prospects or time-sensitive deals, you may want to adjust your notice periods to enable more immediate attention. Pipedrive allows you to customize both minimum notice and maximum booking horizon for each availability template you create, giving you fine-grained control over your scheduling parameters.

4. Align availability with your productivity rhythm

Your energy and focus fluctuate throughout the day, so scheduling meetings when you're most effective for each meeting type can significantly improve outcomes. Many people experience morning clarity that makes this time ideal for complex sales conversations requiring sharp analytical thinking. Mid-day energy often works well for introductory calls when you might be more socially energized. Later hours might be better suited for follow-up calls or less demanding conversations. Protecting your deep work periods by blocking out your most productive hours for focused work rather than meetings can maintain your overall productivity. Some sales professionals find success in batching all meetings on specific days to leave other days entirely free for deep work and planning.

5. Use specific times for high-priority prospects

The "Pick times" feature in Pipedrive can be a greatpsychological tool when working with important prospects. Offering limited specific times creates a perception of value and demand through the scarcity principle. When you provide just 2-3 options rather than an open calendar, you make it easier for busy prospects to commit by simplifying their decision. Personally selecting times rather than sharing general availability signals special attention to the prospect. For time-sensitive opportunities, offering slots within the next 48 hours can accelerate decision-making through created urgency. And if a prospect doesn't select from your initial options, following up with new specific times rather than opening your entire calendar maintains this sense of exclusivity.

6. Create seasonal availability templates

Your optimal meeting schedule likely changes throughout the year based on business cycles and personal needs. During busy end-of-quarter periods, reducing available meeting times can help you focus on closing deals. Creating modified availability templates for weeks surrounding major holidays allows you to maintain productivity while accommodating seasonal fluctuations. Many professionals also implement adjusted scheduling blocks during vacation-heavy months like summer. When preparing for major industry conferences or events, reducing availability in the weeks leading up to them gives you preparation time. Building in lighter scheduling days following intense business travel or conference attendance provides necessary recovery periods. Pipedrive lets you create and save multiple availability templates that you can quickly switch between as your seasonal scheduling needs change, ensuring you're always operating at peak efficiency regardless of the time of year.

7. Optimize your meeting descriptions

The information you provide in meeting descriptions significantly impacts both booking rates and meeting quality. Setting clear expectations with an agenda and preparation requirements helps ensure productive conversations. Including brief value propositions that mention the expected outcome or benefit of the meeting increases prospect interest. Providing comprehensive logistics information about video conference controls or directions to physical locations reduces friction. Adding links to relevant resources gives prospects helpful background information before the meeting. Setting duration expectations by indicating if the meeting might end early shows respect for everyone's time. These thoughtful meeting descriptions not only increase the likelihood of bookings but also improve meeting effectiveness by ensuring all participants come prepared and aligned on objectives.

Pros and cons of using Pipedrive's meeting scheduler

Pros:

✓ Saves time - Eliminates the back-and-forth emails, as you'll just give your available times to your customer or prospect

✓ Reduces no-shows - Automated calendar invitations and reminders help ensure clients attend meetings

✓ Improves pipeline visibility - See which leads need follow-up calls and which have meetings scheduled

✓ Prevents double-bookings - Calendar synchronization ensures you don't accidentally book overlapping meetings

Cons:

✗ Plan restrictions - Only available on Advanced plan and higher, with limited functionality on lower tiers. Advanced users are restricted to just one general availability link, while full functionality requires Professional or Enterprise plans.

✗ No payment collection - Unlike dedicated scheduling tools like Calendly, Pipedrive's scheduler cannot process payments for appointments. This limitation makes it less suitable for businesses that offer paid consultations or services requiring deposits.

✗ Deal limitation - Not available in the Lead functionality, only usable with Deals. This means you cannot use the scheduler during early-stage prospecting until a lead has been converted to a deal in your pipeline.

✗ Limited customization - Fewer options for personalizing the booking page compared to specialized tools. You cannot fully brand the scheduling page with custom colors, fonts, or extensive design elements to match your company's visual identity.

✗ Integration gaps - Some calendar services and marketing platforms have limited or no direct integration. This can create friction when trying to incorporate the scheduler into more complex marketing or sales automation workflows.

✗ Basic reminder system - Lacks advanced notification sequences beyond simple email confirmations. You cannot set up multi-touch reminder campaigns or SMS notifications without using additional third-party tools.

✗ No team scheduling - Cannot coordinate availability across multiple team members' calendars. The system doesn't offer features for finding mutual availability or automatically distributing meetings among team members based on workload or expertise.

The Pipedrive Meeting Scheduler isn't available on all plans

The meeting scheduler feature availability does depends on which of the Pipedrive pricing plans you choose. And guess what? If you're using (or planning to use) Pipedrive for small businesses, you're missing out - the Essential plan doesn't have the meeting scheduler, and the Advanced plan is limited. Sure, you can go for a higher tier or an add-on. But that will increase costs exponentially. Let's have a look:

• Essential plan (from €14/month/seat): Not included
• Advanced plan (from €39/month/seat): Limited to one active "General availability" link
• Professional (from €49/month/seat), Power (from €64/month/seat) and Enterprise (from €99/month/seat) plans: Unlimited availability links
• LeadBooster add-on (from €32.50/company/month): Full, unlimited access to the Meeting Scheduler

Read more:

• Pipedrive pricing plans in detail
• Best Pipedrive alternatives
• Pipedrive custom field (complete guide)
• Pipedrive custom web forms (complete guide)

Need an advanced scheduling tool? Meet Zeeg

If you want to have more scheduling options on a higher Pipedrive tier, or simply keep a small plan with a meeting scheduler included, then let's talk about Zeeg. You let your prospects book a time with you easily, while their details stay in your Pipedrive CRM account, thanks to Zeeg’s integration with Pipedrive. There's all the smart scheduling you need, plus an increase in lead generation. And you can get this from €10 a month. Just look at the benefits:

Smart routing with lead qualification. Zeeg automatically directs meetings to the right team members based on customer attributes collected through customizable intake forms. The conditional routing rules ensure prospects reach representatives best matched to their needs, creating a seamless booking experience that connects customers with the right expertise from the start.

Advanced team management & group scheduling. Managing team availability becomes effortless with Zeeg's round-robin distribution and stack mode options for handling meeting requests. The collective appointment feature automatically finds mutually agreeable times across multiple participants' calendars, eliminating the coordination headaches typically associated with scheduling group meetings.

Comprehensive analytics dashboard. Zeeg's analytics dashboard tracks essential meeting metrics like completion rates, no-shows, and team performance. This detailed interface helps you understand and optimize your scheduling patterns, allowing you to identify peak booking times and improve overall meeting efficiency based on actual data rather than guesswork.

Enterprise security & compliance. Zeeg ensures data protection through complete GDPR compliance, European server hosting, and end-to-end encryption of all scheduling information. Enterprise-level security features include SAML SSO integration and SCIM provisioning, providing the robust protection necessary for organizations with strict privacy and compliance requirements.

Automated workflows with payment integration. Create custom triggers and actions for scheduling events in Zeeg, from automated notifications to payment processing. The system allows you to collect payments directly during the booking process, streamlining the entire experience from appointment selection to confirmation while reducing administrative overhead and improving cash flow.

Calendar Integration with multiple platforms. Zeeg seamlessly connects with all major calendar services including Google Calendar, Microsoft Outlook, and Apple Calendar, making sure your availability is always up-to-date across all platforms. The two-way synchronization automatically updates your external calendars when bookings occur and reflects existing appointments in your Zeeg availability, eliminating double-bookings. Video meeting integration with Zoom, Google Meet, and Microsoft Teams automatically adds conference links to every scheduled appointment.

Conclusion

Pipedrive's meeting scheduler is a powerful tool for sales professionals who want to streamline their appointment booking process. By eliminating the hassle of back-and-forth emails and preventing double bookings, you can focus more on selling and less on administrative tasks.

Whether you choose to share your general availability or propose specific meeting times, the scheduler makes it easy for prospects to book time with you, reducing friction in your sales process and helping you close deals faster.

If you're already a Pipedrive user on the Advanced plan or higher, be sure to take advantage of this feature to improve your workflow and make scheduling more efficient. Otherwise, consider going for a more advanced (and cost-effective) scheduling option, like Zeeg.