See when people accept, decline or tentatively accept the meeting invites you send from Outlook — right on the matching agenda item in Pipeline CRM.
Before you start:
- You need a Microsoft 365 business calendar.
- An admin must enable the Outlook integration for you, and your Outlook calendar must be connected to Pipeline CRM — see Set Up the Outlook Contact and Calendar Sync.
- You must be the meeting organizer. Invites where you're only an attendee don't sync.
Invite tracking works with Microsoft 365 business calendars only. Google Calendar and personal Outlook accounts aren't supported.
Send an Invite That Syncs to Pipeline CRM
- In Outlook, create a new event.
- Add your attendees.
- Apply the Pipeline category to the event.
- Send the invite.
The event appears in Pipeline CRM within about 5–10 minutes.
If a scheduling tool like Calendly puts the meeting on your Outlook calendar, right-click the event in Outlook and set its category to Pipeline. The category is what tells Pipeline CRM to bring the event in.
See Who Has Responded
Each synced event shows an Invite Status:
Invite Status
Meaning
Sent
The invite went out and no one has responded yet.
Accepted
The attendee accepted.
Tentative
The attendee tentatively accepted.
Declined
The attendee declined.
(blank)
The item isn't linked to a calendar invite.
To see it in the Agenda list view:
- Go to the Agenda tab.
- Click the columns icon.
- Turn on Invite Status.
- (Optional) Filter the column to show only one status, such as Declined.
You'll also see the status on the Agenda tile of the linked record. Every response adds a note to the record's activity, such as "Jordan Lee accepted the calendar invite 'Touchbase' for 21 Oct 2025 (10:42 AM)." If an attendee changes their answer, the status updates and a new note is added.
How Invites Link to People and Deals
Pipeline CRM matches each attendee's email address to the people in your account:
If the attendee…
The agenda item links to…
Matches a person who has deals
Their most recently updated deal
Matches a person with no deals
The person
Doesn't match anyone
Nothing — the item is saved without a link
When you invite several people, Pipeline CRM uses the most recently created person or deal. Once an event is linked to a deal, the link stays even if the deal changes later.
Report on Invite Responses
- Go to Reports.
- Open Agenda Reporting.
- Filter by Invite Status.
See Agenda Reporting for more on building agenda reports.
Move Deals Automatically When Invites Are Answered
An admin can set up deal automations that change a deal's stage based on the response — for example, moving it to Call Confirmed when the invite is accepted, or to No Show when it's declined. Each automatic move is logged on the deal as a system update. See Automations Overview.
Things to Know
- Attendee removed from the invite: They no longer appear on the agenda item.
- Attendee isn't in Pipeline CRM: The invite is still tracked, but no person record is created for them.
- Event deleted in Outlook: The agenda item stays in Pipeline CRM. Delete it there yourself if you no longer need it.
Need help? Contact support at customercare@pipelinecrm.com.