Knowledge Base

Where to find it
Managing proposed times
Deleting appointments
Booking a time slot


Breandan Flood, November 2, 2023
Note: The Scheduler feature is available on Advanced and higher plans. Pipedrive’s Advanced plan users are limited to one General availability link, while higher plan users can create as many links as they need.

Pipedrive’s Scheduler tool is a great way to keep in touch with clients when it’s convenient for you both, and you can use it right alongside the email sync feature.

Note: LeadBooster add-on users have full, unlimited access to Scheduler.

Where to find it

There are two places in Pipedrive where you can create or copy a Scheduler link:

  • Click “Meeting scheduler” in the email composition box of either an item’s detail view or the mail tab
  • Go to the activities tab and click Meeting scheduler“ in the top left corner of the screen

Types of links

Note: Advanced users have a limit of one active “General availability” link, while Professional and higher users have an unlimited amount.

When proposing times to your customers in Pipedrive, consider which of the following you’d like to provide:

  • Your general availability to let the customer choose a time for themselves
  • A specific time that you want to propose

General availability

General availability means you’re selecting broader timeframes designed for larger windows that customers can book.

To create a link to offer your availability, select Manage availability > Create new availability, or use one of the availabilities you’ve already programmed.

Note: To learn more about scheduling your general availability in Pipedrive, check out this article.

Specific times

Scheduling for specific times means you’re creating slots for one-time engagements with customers. This is designed for non-recurring appointments like lunch meetings or scheduled phone calls.

Select Pick times” to choose any free spots on your calendar you want to offer your customer.

Note: To learn more about scheduling for your specific times in Pipedrive, check out this article.

Managing proposed times

You can adjust your available times, both general and specific, even after you’ve generated your Scheduler links.

General availability

Go to Activities > Meeting scheduler > Manage availability, then select “Create new availability” for a new link, or click on one of your existing links to edit it.

In the general availability window, you can preview, share or click the trash can icon to delete it.

  • Expand
    See the time slots available in the Scheduler link specified
  • Trash can icon
    Delete the Scheduler link
  • Preview icon
    Preview what the recipients of the link will see
  • Share
    Create a shareable Scheduler link

Specific time slots

Go to Meeting scheduler > Pick times and select the day and time for your appointment using the calendar view.

You can edit your existing single-time appointment links by hovering your cursor over Pick times and clicking the gear icon.

Deleting appointments

Go to your activities calendar view and click on the appointment you want to delete.

You’ll be redirected to the Scheduler calendar, where you can select the meeting time and the trash can icon.

Note: The previously occupied time slot becomes available again once the activity is deleted.

Booking a time slot

Once you’ve created a Scheduler availability, you can share the link in a couple of ways.

  • Manually

Go to Activities > Manage scheduler and copy your invite link to send to customers.

  • Email

Embed your Scheduler link directly in the body of any email composed in Pipedrive.

When a customer selects a time slot to create an appointment, they’ll receive a confirmation email:

Booking an appointment also creates an activity in your Pipedrive activities calendar:

Clicking on an appointment from this view will redirect you to the Scheduler calendar view, where you can edit or delete your appointment.

Adding footer text to the Scheduler form

To add footer text to your Scheduler form, go to the meeting details window and click “+ Add footer” at the bottom of the screen.

The link recipient will see the footer text when they submit their contact information:

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