PipeDrive Integration

1. What the integration does

The Pipedrive integration keeps records in step between the two systems and puts your text and email conversations onto the Pipedrive timeline, so a salesperson looking at a person in Pipedrive can see the whole conversation without leaving the page.

It is made of five independent pieces. You turn each one on separately, and any of them can be left off.

ℹ️ Nothing moves until you click Synchronize Connecting your account syncs nothing. Turning the switches on syncs nothing either — they only record what you want to happen. The first sync starts when you click Synchronize, and not before. This is deliberate, so you can set your field mapping up before a single contact is created. Section 5 explains it.

The Pipedrive settings page on a connected account, with all four switches on and both directions recently synced.

2. Before you start

What you need

Decide these before you connect

1. Which direction do you want contacts to flow? You can run one way, the other, or both. Both is normal. If you plan to run outbound only, read the warning in section 5 first — Heymarket will show it to you as well.

2. Which Heymarket custom fields should hold your Pipedrive data? Create them in Heymarket first. The mapping table can only point at custom fields that already exist.

3. Which phone and email label does your team use in Pipedrive? Work, home, mobile or other. This decides which number Heymarket picks up. Default is work.

4. Do you want conversations on the Pipedrive timeline? If so, Timeline Activities needs a contact sync running as well, so the two systems know which person a message belongs to.

⚠️ The first sync will create contacts Once you click Synchronize with Pipedrive to Heymarket Sync on, Heymarket brings across every person in your Pipedrive account who has a phone number or an email address. On a large Pipedrive account that is a lot of new Heymarket contacts, and turning the switch back off afterwards leaves them in place. Be sure that is what you want before you start it.

✅ Recommended order Connect → set your phone and email labels → add your field mappings → turn the switches on → then click Synchronize. Doing it in this order means your mapped fields are filled in on the very first pass.

3. Installing — three ways

All three routes end in the same place: a connected Pipedrive account on your Heymarket integration page, with every switch off and nothing synced. Pick the one that matches where you are starting from.

First, whichever route you take: choosing who can use the app

Before Pipedrive asks you to approve Heymarket's access, it asks its own question: which Pipedrive users should get the Heymarket app. You will see this on every route — starting in Heymarket or starting in the Marketplace — and it always comes first, shown as Step 1 of 2.

This is Pipedrive's screen, not Heymarket's, and it decides who can see the Heymarket panel on a person page (section 11). It does not affect syncing.

Pipedrive's User selection step. The User dropdown offers All users, Specific users and Only me.

Two things worth knowing:

• You can change this later in Pipedrive's Marketplace settings — it is not a one-time decision.

ℹ️ Step 2 is the permission screen Once you click Next, Pipedrive shows the authorisation screen where you approve the access Heymarket is asking for. That is the screen where you should check which company you are connecting.

Option 1 — Start in Heymarket

1. In Heymarket, go to Administration → Integrations.

2. Find the Pipedrive tile — "Integrate with Pipedrive to sync contacts and activities." — and click it.

3. On the Pipedrive page, click Setup.

4. A pop-up opens on Pipedrive. Sign in if you are asked to, answer the user-selection question above, then choose the Pipedrive company you want to connect and approve the access Heymarket requests.

5. The pop-up closes on its own. The Heymarket button shows "Finishing connection…" while it confirms, then the page switches to the full settings view.

The Pipedrive tile on the Integrations page. Once connected it reads Manage; before that, Setup.

The Setup card, before anything is connected.

Pipedrive's authorisation window. Check the company shown here before clicking Allow and Install.

The button reads Finishing connection… while Heymarket confirms the link.

⚠️ Check which Pipedrive company you picked If your Pipedrive login can reach more than one company, the authorisation screen decides which one gets connected. Once connected, confirm the Pipedrive account row on the settings page shows the company you expected before you click Synchronize. Connecting the wrong company and then syncing writes your contacts into the wrong CRM.

Option 2 — Start in the Pipedrive Marketplace, existing Heymarket customer

The Heymarket listing in the Pipedrive Marketplace. Install now starts the flow.

1. Open the Heymarket listing in the Pipedrive Marketplace — https://www.pipedrive.com/en/marketplace/app/heymarket/678caf085729bb33 — and click Install now.

2. Answer the user-selection question above, then approve the access Pipedrive asks about.

3. Pipedrive hands you to Heymarket, which shows "Finishing your Pipedrive setup…" while it completes the connection.

4. If you are not signed in to Heymarket, you are asked to sign in first. The install resumes by itself once you are in — you do not need to start over.

5. Heymarket sends you back to your Pipedrive account. The connection is made but nothing is switched on.

6. Open Heymarket and go to Administration → Integrations → Pipedrive to configure it.

ℹ️ The install link expires The authorisation Pipedrive hands over is single-use and short-lived. If you take too long over signing in, or the connection fails, you will see "We couldn't finish connecting Pipedrive. Please reinstall the app from the Pipedrive Marketplace." Reinstalling from the Marketplace listing is the correct fix — refreshing the page will not work.

Option 3 — Marketplace, new to Heymarket

1. Open the Heymarket listing in the Pipedrive Marketplace, click Install now and approve the access.

2. You land on Heymarket's sign-up. Create your account.

3. Complete the short onboarding form — company name, size, industry, how you plan to use Heymarket, and your phone number.

4. When you submit that form, Heymarket picks the Pipedrive install back up automatically and finishes the connection.

5. You are returned to Pipedrive. Sign in to Heymarket and go to Administration → Integrations → Pipedrive to configure.

What you see when it works

Heymarket confirms with a short dialog.

"Your Pipedrive account is linked to Heymarket. Nothing syncs yet — choose what to sync in the settings below." That last sentence is the important one, and section 5 explains it.

What happens the moment you connect

• Your Pipedrive account is linked to your Heymarket team, and the account name appears on the settings page, along with your name as the user who connected it.

• Every switch is off, and nothing has synced. No contact is created, changed or sent anywhere.

• No field mappings exist yet.

• The External Message activity type is not created yet — that happens the first time you switch Timeline Activities on.

4. The settings page, control by control

Everything lives on one page: Administration → Integrations → Pipedrive. It has two blocks — Settings and Contact Field Mapping — and a Disable integration button at the bottom.

ℹ️ If the connection is in an error state, the switches are locked Each one shows "Reconnect Pipedrive to change this setting." until you reconnect. Nothing can be changed while Heymarket cannot reach Pipedrive.

The Phone Property dropdown. Email Property offers the same list without Mobile.

5. Starting the sync

This is the part most worth understanding, because nothing happens until you do it.

Switches record what you want. Synchronize makes it happen.

Turning Pipedrive to Heymarket Sync on does not import anything. Turning Heymarket to Pipedrive Sync on does not export anything. The switches record your intent; the Synchronize button starts the work.

That is on purpose. It means you can connect your account, look at your field list, set your labels and build your mapping table with no risk of contacts appearing or being overwritten while you are still deciding.

Clicking Synchronize

1. Turn on the directions you want.

2. Add your field mappings (section 8).

3. Click Synchronize, top right of the Settings block.

4. Read the confirmation and click Synchronize again.

Heymarket tells you exactly what it is about to do, including the order it will work in.

With both directions on, Heymarket confirms it will sync everything both ways — and tells you the order: Pipedrive to Heymarket first, then Heymarket to Pipedrive.

Imports always finish before exports start

When both directions are on, Heymarket does not run them at the same time. It brings your Pipedrive persons in first, waits for that to finish completely, and only then sends your Heymarket contacts out.

The reason is simple: if the export ran first, it would push contacts to Pipedrive without knowing what Pipedrive already holds, and could overwrite good CRM data with a Heymarket record that had never seen it.

While the import is still running, the Heymarket to Pipedrive Sync row tells you it is waiting.

A sync running. The banner shows progress, the Synchronize button is unavailable until it finishes, and Heymarket to Pipedrive Sync reads "Waiting for the first import from Pipedrive to finish".

ℹ️ The Last synced line disappears while a sync runs Synchronize starts again from the beginning, so the previous "Last synced" time no longer applies. It comes back when the sync finishes.

Running outbound on its own

You can run Heymarket to Pipedrive Sync without the inbound direction, but Heymarket will stop and warn you first, because it is the one combination that can overwrite CRM data.

Turning on Heymarket to Pipedrive Sync while the inbound direction is off. Heymarket explains the risk and offers the fix — turn on Pipedrive to Heymarket Sync first — before letting you continue.

If you accept it, Heymarket may overwrite the name, email or mapped fields of persons that already exist in Pipedrive, because it has never read what Pipedrive holds for them. Turning the inbound direction on first avoids that entirely.

6. Fields that sync automatically

Three things always sync without any configuration: name, phone and email. You cannot map them yourself and you do not need to. Everything else is up to you (section 8).

What else happens to a contact created by the sync

• Contacts created by Pipedrive to Heymarket Sync are marked as originating from Pipedrive and are attributed to the administrator who set the integration up.

• Contacts created by Heymarket to Pipedrive Sync keep their original Heymarket origin. They simply gain a link to their Pipedrive person; where the contact came from is not rewritten.

• Either way the contact is added to Heymarket search straight away, so it appears in the Contacts list, filters and audience building.

• A Pipedrive person with neither a phone number nor an email address is skipped — Heymarket would have no way to reach or match them.

⚠️ Field-change automations and the very first sync Heymarket automations that trigger on a custom-field change do not fire during the first full import. Without that, importing thousands of contacts at once would fire thousands of automations. Every sync after the first one fires them normally.

7. Phone and email labels

Pipedrive lets one person hold several numbers, each tagged work, home, mobile or other. Heymarket stores one. The Phone Property and Email Property dropdowns are how you tell Heymarket which one to take.

How Heymarket picks

1. The first entry whose label matches your choice.

2. If none matches, the entry Pipedrive has flagged as primary.

3. If there is no primary, the first entry with a value in it.

So setting it to Mobile does not mean "only sync mobiles" — it means "prefer the mobile; fall back to the primary if there isn't one". Nobody is skipped for lacking the label you chose.

Where the setting applies

✅ Changing the setting later is safe It does not rewrite anything already synced. Contacts pick up the newly preferred number the next time their Pipedrive record changes, or immediately for everyone if you click Synchronize.

8. Mapping your own fields

The Contact Field Mapping table pairs a field on the Pipedrive person with a Heymarket custom field. Once paired, that value moves in both directions automatically — as long as the sync switch for that direction is on.

Adding a mapping

1. Create the Heymarket custom field first, if it does not exist. The picker only lists fields that already exist on your team.

2. Scroll to Contact Field Mapping.

3. In the left dropdown, Select a Pipedrive field. The list is read live from your Pipedrive account and shows your own custom fields under their real names. You can type to filter.

4. In the right dropdown, Select a Heymarket custom field.

5. Click Add. The pair appears in the table straight away.

Contact Field Mapping with five saved pairs. Each row has its own Remove; the empty row at the bottom is where you add the next one.

The Pipedrive field picker. Type to filter. The list comes from your own Pipedrive account, so your custom fields appear under their real names.

ℹ️ Both pickers only offer fields you have not used A field that is already mapped disappears from the list, on both sides, so you cannot map the same field twice by accident. Name, email and phone are not in the list at all — they always sync (section 6).

Applying a new mapping to contacts you already synced

A mapping only takes effect on contacts that sync after you add it. Add one after your first sync and it stays empty on existing contacts until something changes about them in Pipedrive.

Heymarket tells you this as soon as you add or remove a mapping, with a Synchronize link right there in the table.

After adding or removing a mapping, Heymarket reminds you that existing contacts need a full sync — and gives you the button to start one.

While a sync is running the mapping table is read-only, so the rules cannot change halfway through.

The rules

• One Pipedrive field per mapping, and one Heymarket field per mapping.

• Persons only. Pipedrive deals, organisations, leads and activities are not synced and cannot be mapped.

• Removing a mapping stops future syncing. Values already written to either side stay where they are; nothing is cleaned up.

• Both fields are required. Clicking Add with only one side chosen shows "Missing selection".

Both halves of the pair are needed before a mapping can be added.

Emptying a value

Fields you have not mapped are never touched by the integration, in either direction.

ℹ️ Field-change automations and a full sync A full sync re-reads every person in your Pipedrive account, so any mapped value that has changed will be written to the matching Heymarket contact. If you run automations that trigger on a custom-field change, sync at a quiet time and be ready for a burst of activity.

9. Creating contacts from unknown numbers

Create New Contacts in Pipedrive answers a question the other switches do not: what should happen when somebody Heymarket has never seen texts your inbox?

With it off, nothing happens in Pipedrive. Heymarket has no contact for that number, so there is no person to attach anything to, and the conversation stays in Heymarket only.

With it on, Heymarket creates the contact for you and adds them to Pipedrive, so the conversation appears on a real person's timeline from the very first message.

Turning it on

It needs Heymarket to Pipedrive Sync on first — that is the switch that knows how to create persons in Pipedrive. Until then it stays greyed out and tells you why.

Create New Contacts in Pipedrive needs Heymarket to Pipedrive Sync switched on.

What it looks like

A text arrives from a number nobody has seen before. Heymarket creates a contact for it, sends it to Pipedrive, and logs the message on the new person's timeline.

A number that texted in with no existing contact. Heymarket created the contact, added the person to Pipedrive — named Heymarket Contact, because there was no name to use — and logged the message as a Received activity. The Heymarket panel on the left is already showing the conversation.

ℹ️ Why "Heymarket Contact" Pipedrive will not store a person without a name, and a phone number arriving cold gives Heymarket nothing to name them with. Give the contact a name in Heymarket, or rename the person in Pipedrive — Heymarket will not overwrite a name you set there.

10. Timeline activities

With Timeline Activities on, every text and email between your team and a matched contact appears on that person's Pipedrive timeline as a completed activity, dated to when the message actually happened.

🛑 Timeline Activities needs a contact sync as well An activity can only attach to a Pipedrive person that Heymarket has linked to the contact, and that link comes from Pipedrive to Heymarket Sync, Heymarket to Pipedrive Sync or Create New Contacts in Pipedrive. With all of those off, no activity will ever appear — the messages are held for seven days waiting for a link that never arrives, then dropped.

What it looks like in Pipedrive

The header line differs by direction. Outbound messages name the person who sent them; inbound messages do not, because the contact sent them.

A message your team sent: Sent by the Heymarket user, and the inbox it went out from.

A message the contact sent you: Received, and the inbox that took it.

ℹ️ Messages that arrive before the person is linked are held, not lost If a message comes in for someone Heymarket has not yet matched to a Pipedrive person, it is held for up to 7 days. As soon as the link is made, the held messages are logged onto the timeline in the right order, with their original dates. After 7 days they are dropped.

One email, several recipients

An email sent to several recipients creates one activity per recipient, each on that person's own timeline, provided they are matched. The sender is excluded, so replying to all does not log an activity against your own team's contact record.

✅ Duplicates are prevented Heymarket remembers which messages it has already logged for each person, so a retry after a hiccup does not produce a second copy of the same activity.

11. The Heymarket panel inside Pipedrive

Installing the Heymarket app adds a Heymarket panel to the Pipedrive person page. Open a person and the panel loads their Heymarket conversation, so your team can read and reply without switching tabs.

How it works

1. Open any person in Pipedrive.

2. Open the Heymarket panel on that page.

3. Heymarket looks up that person's phone number and email address — using the labels you chose under Phone Property and Email Property — and opens the matching conversation.

The Heymarket panel on a Pipedrive person page. It has opened this person's conversation and you can reply straight from it, with the inbox and matched number shown at the top.

What you need for it to work

ℹ️ If you belong to more than one Heymarket team with Pipedrive connected Heymarket will not guess which team's data to show — surfacing the wrong team's conversation would be worse than showing nothing. The panel reports that it cannot decide. Teams that hit this should keep one Pipedrive connection per person where possible.

ℹ️ Nothing to switch on The panel is not controlled by the switches. It works as soon as the account is connected, and it does not create or change any data — it only reads the person to find the right conversation.

12. How Heymarket decides two records are the same person

Both directions try hard to match an existing record before creating a new one. Understanding the order helps explain most "why did I get a duplicate" questions.

Pipedrive to Heymarket

For each Pipedrive person, in this order, stopping at the first match:

1. Phone. The chosen number, compared as digits only, so (650) 402-2489, 6504022489 and +16504022489 all match each other.

2. Email. The chosen address, compared without regard to capitals.

3. No match — a new Heymarket contact is created.

When a match is found on one channel and the Pipedrive person has the other as well, Heymarket fills in the missing one, so the contact is reachable both ways afterwards.

Heymarket to Pipedrive

1. If Heymarket already knows which Pipedrive person this contact is, it updates that person.

2. Otherwise it searches Pipedrive by phone, then by email, and verifies that the person it found genuinely carries that number or address before using it.

3. No match — a new Pipedrive person is created and linked.

ℹ️ Two Pipedrive persons sharing one phone number Family members or colleagues on a shared line can both match the same Heymarket contact. Heymarket cannot tell whose name and email its single record holds, so it deliberately stops writing name, phone and email to those persons — writing them would overwrite a real person with somebody else's details. Mapped custom fields still sync, because those describe the record rather than claiming who it is.

13. How often everything syncs

Pushing to Pipedrive is slower than reading from it because each contact is created or updated individually, within the limits Pipedrive allows. It runs in the background in stages and picks up where it left off, so a very large first push may span several scheduled runs. You do not need to keep the page open.

ℹ️ If Pipedrive's daily limit is reached Pipedrive allows a fixed volume of API activity per day. If a large sync exhausts it, Heymarket pauses that connection — up to about an hour — and then carries on from exactly where it stopped. Nothing is lost or skipped. You may see a sync appear to stall on a very large first import — this is usually why.

14. Limitations and things to know

An honest list. None of these are faults you can configure away — they are how the integration works today.

Data direction

Deleting

Matching

Timeline activities

Setup

15. Troubleshooting

16. Disconnecting, reconnecting, switching accounts

Disabling the integration

Click Disable integration at the bottom of the settings page.

Disabling the integration. The checkbox decides whether Heymarket also forgets the mapping and sync history it keeps.

Heymarket does three things:

1. Turns every switch off and stops all syncing.

2. Removes the Heymarket app from your Pipedrive account. This is a real uninstall, not just a revoked token — the app disappears from your Pipedrive marketplace apps. If Pipedrive cannot be reached at that moment, Heymarket tells you so with "App still installed in Pipedrive", and you can remove it yourself from Pipedrive's own app settings.

3. Removes the Pipedrive link from your Heymarket contacts. This happens whether or not you tick the checkbox.

No contact or person is deleted, on either side. Your Heymarket contacts, their message history and your Pipedrive persons all stay exactly as they are.

The "Also delete synced data links" checkbox

Leave it unticked if you expect to reconnect. Tick it if you are moving to a different Pipedrive account or want a genuinely clean slate.

Reconnecting to the same Pipedrive account

• Your field mappings come back automatically, if you left the checkbox unticked.

• Heymarket also remembers how far it had got. The record of when each direction last ran survives, so once you switch a direction back on it carries on incrementally instead of re-reading your whole account.

• Every switch stays off, and nothing syncs. A sync you deliberately stopped is not silently restarted, and the integration is back to needing Synchronize before anything moves. Turn the switches on and click it when you are ready.

Connecting a different Pipedrive account

🛑 Switching accounts clears your configuration Everything Heymarket stored referred to records in the old account — person identities and field identifiers mean nothing in a new one. So when Heymarket detects a different Pipedrive company, it discards all field mappings and all links between Heymarket contacts and Pipedrive persons, and starts from scratch. You will need to set your mappings up again. Contacts and message history in Heymarket are untouched.

⚠️ The reason to check the account name before syncing If you connect the wrong Pipedrive company and click Synchronize, Heymarket will start writing your contacts into it. Confirm the Pipedrive account row first, every time you connect or reconnect.