Categories / Lead Follow-up & Sales
Booking follow-ups and event check-ins
Magician troupe · revenue up 120% in a year, booking rate doubled
- Task
- never miss a lead follow-up, and manage contracts and stage details after a show is booked
- Result
- revenue increased 120% in a year; sales lock-in rate doubled; clients cite faster, more timely communication
- Tools
- Pipedrive (activity reminders, custom fields for performance details, automations, dashboards); Zapier; Trello
- Setup
- track every inquiry as a deal with a next activity → custom fields hold show details → Zapier syncs won deals to Trello for show prep → automation reminds the performers to check in with the client before the event → dashboards track lock-in and conversion rates
Send this to your AI
A ready-to-send prompt built from this card. Your AI will ask a few questions about your business, then give you a beginner setup plan.
Copy prompt
Help me set this up for my business: "Booking follow-ups and event check-ins".
Example business: four-member close-up magic troupe in Sydney (250+ shows a year; sales shared among…. Task: never miss a lead follow-up, and manage contracts and stage details after a show is booked.
Reported result: revenue increased 120% in a year; sales lock-in rate doubled; clients cite faster, more timely communication
Tools: Pipedrive (activity reminders, custom fields for performance details, automations, dashboards); Zapier; Trello
Setup outline:
1. track every inquiry as a deal with a next activity → custom fields hold show details → Zapier syncs won…
Starter prompt from the guide (use it as a base):
Write a short pre-event check-in email for a performer to a client a week before the show: confirm time, venue, headcount and any special requests. Under 100 words.
First, ask me up to 5 questions about my business and tools. Then give me a beginner step-by-step setup plan, plus copy-paste prompts/templates I can use. Plain English, and tell me if any step needs a tech helper.
via autopilotbusiness.ai/use-case/magician-troupe-pipedrive-activity-reminders-zapiertrello-pre-event-ch/Step-by-step setup guide
> Cost: Paid. Pipedrive starts at $14 per user per month (annual billing); automations need Growth ($39) or higher, and LeadBooster and Smart Docs come with Premium ($59) or as add-ons on lower plans.
Honest note: Rules, not AI. Revenue up 120% is not credited to Pipedrive alone and has no baseline.
Prerequisites
- A Pipedrive account on the plan the steps below need (they say which).
- Admin rights, because pipelines, automations and web forms are admin-only.
Step-by-step setup
Step 1. Rename the pipeline stages to your real process. Open the Deals pipeline view and click the pencil icon to edit stages. Use your own words (for example Inquiry, Tour booked, Proposal sent, Won). Keep it to the steps your team really does.
Step 2. Add the custom fields you need. Go to Company settings → Data fields, pick the type (deal, person or organization) and add fields for what you want to filter and report on. Choose a field type (single option works best for anything you want to count later).
Step 3. Remind before the show. In Automations use a Date trigger on the event-date field (before date, a week out) and the action Create activity "Check in with client".
Step 4. Connect Zapier. In Zapier go to Apps → + Add connection, search Pipedrive, sign in, accept the access request and pick your Pipedrive company. Make a Zap with a trigger from one app and an action from the other (for example Calendly booking → update the deal), test it, and turn it on.
Step 5. Set a goal. Open Insights, click + Create → Goal, choose a deal goal (added, progressed or won) or an activity goal (added or completed, by type such as calls), then assignee, pipeline, frequency and target, and save.
Easier: let your AI do it
Pipedrive has an official MCP server, a secure plug that lets an AI chat like Claude look up and update your deals with your permission.
- In Claude, open Customize → Connectors, click +, then Add custom connector. Name it "Pipedrive MCP", paste
https://mcp.pipedrive.ai/mcpand click Add (Claude's free plan allows one custom connector). Pipedrive is also in Claude's connector directory. - Sign in to Pipedrive and click Allow and install.
- Try: "Show me deals that haven't had an activity in 14 days, grouped by owner."
What success looks like
Follow-ups and show prep stop depending on memory.
Common issues & fixes
- An automation did not fire: importing data does not trigger event-triggered automations (only date triggers and lead updates), so test with a record you create by hand.
- Feature missing from your menu: check your plan; several items here are add-ons on Lite and Growth.
- No reminder: the event date field must be filled and the automation active.
Optional: Maintenance
- Monthly: review lock-in rate in Insights.
Copy-paste prompt
Use this with any AI chat. It helps you write the pre-event check-in.
Write a short pre-event check-in email for a performer to a client a week before the show: confirm time, venue, headcount and any special requests. Under 100 words.Sources
- Case: Pipedrive case study (magician troupe). Credit: a troupe member (vendor-published).
- Pipedrive Help: Workflow automation
- Pipedrive Help: Pipedrive MCP with Claude
- Pipedrive pricing
- Pipedrive Help: Automations: first steps
- Pipedrive Help: Zapier: what it is and how to use it
- Pipedrive Help: Insights: goals
Results as reported by the source; not independently verified. Community-sourced from public sites and attributed to the source platform. Original author? Ask us to correct or remove it. Read the disclaimer.