Go to your Pipeline

Pipeline CRM Help Center

Search for any help questions or topics.

Track Meeting Invite Status in Pipeline

Avatar
Joss Rodriguez
Updated 1 week ago
See when contacts accept, decline, or tentatively respond to your calendar invites—directly in Pipeline CRM.

⚠️ Note: This feature is currently available for MS-Office 365 Business calendars only. Google Calendar and personal Outlook accounts are not supported at this time.

Before You Begin
  • You need an MS-Office 365 Business calendar account
  • An Admin must enable this feature for your account
  • You must be the meeting organizer (invites where you're only an attendee won't sync)
How It Works
When you send a calendar invite from Outlook, Pipeline CRM automatically tracks attendee responses and displays them on the linked Agenda item.
  • Where to find it: The Invite Response field appears on the Agenda list view and on Profile > Agenda.
  • Response statuses: Sent, Accepted, Tentative, Declined, or blank (not linked to a calendar invite).
  • Activity tracking: Each response creates a note like: "Michael Scott accepted the calendar invite 'Touchbase' for 21 Oct 2025 (10:42 AM)."
Step 1: Connect your Outlook Calendar
To use invite status tracking, first complete the Outlook calendar integration setup.
Click here for more information on how to install the Outlook integration.

Step 2: Send an Invite That Syncs to Pipeline
  1. In Outlook, create a New Event.
  2. Add your attendee(s).
  3. Apply the Pipeline category to the event.
  4. Send the invite.
The event should appear in Pipeline within about 5–10 minutes, depending on sync speed.

If the meeting is created by Calendly (or another scheduling tool)
If an event lands on your Outlook calendar automatically (for example, from Calendly):
  1. Right-click the event in Outlook.
  2. Set the event Category to Pipeline.
That’s it—adding the category is what tells Pipeline to bring it in.

Step 3: View events and their invite status in Pipeline
Once synced, you can see your meeting invites inside Agenda and filter them by their status.
  1. Go to Agenda.
  2. Click the column icon and enable Invite Status.
  3. Look for the meeting’s Invite Status and filter by:
    • Accepted
    • Pending
    • Declined
How Invites Link to Deals and People
Pipeline automatically links calendar events based on the attendee's email address:
  • Contact exists with linked deals: The agenda links to the most recently created deal.
  • Contact exists but has no deals: The agenda links to the person.
  • No matching contact in Pipeline: The agenda is recorded without a link.
  • Multiple people invited: Pipeline uses the most recently created person/deal.
Once a deal is linked to a calendar event, that link won't change even if you update the deal later.

Report on invite status (Optional)
You can also report on invite statuses using Agenda reporting.
  1. Go to Reports.
  2. Select Agenda reporting.
  3. Filter by Invite Status (Accepted/Pending/Declined).
Set Up Automatic Deal Stage Changes (Optional)
Admins can configure deal automations to update stages based on invite responses:
  • Accepted → Move deal to a configured stage (e.g., "Call Confirmed")
  • Declined → Move deal to an alternate stage (e.g., "No Show")
When a deal moves automatically, Pipeline logs a system update like: "Deal with Dwight was moved from Open → Call Completed by Deal Automation."

Contact your Admin to enable deal automations for your account.



Edge Cases
  • Attendee removed from invite: Marked as deleted internally and filtered from the UI.
  • Contact not in Pipeline: The invite is recorded, but no person is created automatically.
  • Response changes (e.g., accept → decline): A new activity note is created and the status updates.
  • Deleted calendar event: The existing agenda item remains in Pipeline (manual cleanup required).

Need help? Contact support at [email protected].
Did this answer your question?
😞 😐 😃