Overview

Tactiq workflows let you send meeting insights, transcripts, and AI-generated summaries to Pipedrive. This helps your team keep customer conversations organized in your CRM without manually copying meeting notes.

You can create a workflow from scratch or start with an existing template. Templates are useful when you want a faster setup, while starting from scratch gives you full control over the workflow steps and conditions.

Access workflows

To create a workflow:

Go to My Workflows from your Tactiq dashboard: https://app.tactiq.io/#/workflows
Click New Workflow.
Choose one of the following options:
- Select Start from scratch to create a blank workflow and configure each step yourself.
- Select Use templates to start with a preconfigured workflow. If you are part of a workspace, you may also see templates shared by your team.

Create a workflow from scratch

Step 1: Choose a trigger type

The trigger determines when the workflow runs.

Trigger type	Use it when
`Manual`	You only want to run the workflow for selected meetings
`Automatic`	You want the workflow to start after matching meetings are processed

For an automatic workflow:

Select Meeting processed as the trigger.
Choose a condition that identifies which meetings should run the workflow:
- Meeting title
- Participant names
- Participant emails
Enter the value the workflow should match.

For example, select Meeting title and enter 1-on-1 Coaching to run the workflow only for meetings with that title.

You can leave the condition blank if you want the workflow to apply to all processed meetings. Use this option only when every meeting should be sent through the workflow.

Step 2: Add an AI action

Add an AI action to generate the summary, notes, or insight you want to send to Pipedrive.

Click Add step.
Choose one of the following:
- Select a Quick AI Prompt to use a ready-made prompt.
- Select a custom prompt from your Meeting Kits to use a prompt created for your team or workflow.
Select the prompt you want to run.

Optional AI settings

Enable Save AI output to the meeting to store the generated result on the meeting page in Tactiq. This is useful when you want to review, copy, or reuse the output later without running the prompt again.
Select an output language to control the language of the generated result. Choose a specific language when the output needs to match your CRM or team communication. Choose the meeting language when you want the result to follow the language used in the conversation.

Step 3: Send data to Pipedrive

Add the Pipedrive action to choose which meeting details will be sent to your CRM.

Click Add step.
Select Shared Integration.
Choose Pipedrive.
Configure the fields you want to send.

You can use the following meeting variables:

Meeting data	Variable
Meeting title	`{{meeting.title}}`
AI summary	AI output from the previous step
Full transcript	`{{meeting.transcript}}`
Meeting date	`{{meeting.dateTime}}`
Meeting link	`{{meeting.url}}`
Participant names	`{{meeting.participantNames \| join: ', ' }}`

💡 Add the AI output from the previous step to the appropriate Pipedrive field if you want the generated summary or insight saved in the CRM. If you do not include it, the workflow can still send other meeting details, such as the transcript, date, or meeting link.

Step 4: Save your workflow

Enter a clear workflow name, such as Pipedrive Sync.
Click Save.

A descriptive name makes the workflow easier to identify and manage later, especially if your team uses multiple workflows.

Select a contact in Pipedrive

When the workflow runs, you may be prompted to:

Select a Pipedrive contact.
Confirm the workflow before it continues.

This step ensures the meeting details are linked to the correct contact in your CRM and helps prevent summaries or transcripts from being added to the wrong record.

💡 This behavior also applies to HubSpot integrations. When using HubSpot, you may be prompted to select a contact so the meeting data is associated with the correct CRM record.

FAQ

Why can’t I see any contacts when prompted?

If no contacts appear, the connection between Tactiq and Pipedrive may need to be refreshed.

To reconnect Pipedrive:

Go to the Build tab of your workflow.
Find the Pipedrive integration step.
Click the three-dot menu ⋯.
Select Disconnect, or delete the Pipedrive step.
Click Add step.
Select Shared Integration.
Choose Pipedrive.
Click Allow Access.
Sign in to your Pipedrive account and complete the authorization prompts.

After reconnecting, run the workflow again. Your available Pipedrive contacts should appear when you are prompted to select one.

Can I use templates instead of creating a workflow from scratch?

Yes. Select Use templates when creating a workflow to start with a preconfigured setup. Templates can reduce setup time and help ensure the required steps are included.

If you are part of a workspace, you may also see templates shared by your team.

Can the workflow run automatically for specific meetings only?

Yes. Add trigger conditions such as Meeting title, Participant names, or Participant emails to control which meetings run the workflow.

For example, use a participant email condition to run the workflow only for meetings that include a specific customer or team member.

Leave the trigger condition blank only when you want the workflow to run for all processed meetings.

Why do I need to select a contact if the workflow is automatic?

An automatic trigger determines when the workflow starts, but Tactiq still needs to know which CRM contact should receive the meeting information.

Selecting a contact ensures the meeting details are added to the correct Pipedrive record and prevents notes, transcripts, or summaries from being associated with the wrong person.

Need help? Contact [email protected].

Send meeting insights to Pipedrive using Tactiq Workflows