Blue Collar Marketing was wasting hours each week sending reminder emails for client meetings. Pipedrive’s scheduler could book calls but had no built-in way to follow up. The result: thousands of manual emails and too many missed meetings. I built an automated reminder system in Make.com that now handles everything behind the scenes.
The problem
Every single reminder email—day before, morning of—had to be typed and sent by hand. Over a year, that added up to more than 25,000 emails. Staff lost hours to repetitive work, and even with the effort, clients still forgot to show up.
Missed meetings meant wasted calendar slots, slower client onboarding, and frustrated team members.
Manual reminder emails were eating hours every week. Clients still missed calls, despite the effort. No-shows cost real time and revenue.
The Solution
I connected Pipedrive’s scheduler to Make.com with a simple automation. Here’s how it works:
- When a meeting is booked, the details are stored in a Make.com “datastore.”
- The system automatically schedules three reminder emails: the day before, the morning of, and one hour before.
- After the meeting passes, old records are deleted so the system stays clean.
This system now sends targeted reminders based on session dates and attendance status, saving the team over 25,000 emails annually and reducing no-shows.
The workflow runs quietly in the background, replacing hours of manual work with a few smart triggers. A lightweight automation replaced thousands of emails. Clients now get reminders at exactly the right times. No-shows dropped, calendars opened up, and the team got 200+ hours back.
Conclusion
The problem looked small—Pipedrive didn’t send reminders—but the cost was huge: tens of thousands of emails, hundreds of wasted hours, and lost client calls.
By linking Pipedrive and Make.com, we built a system that now runs itself. No more manual emails. No more last-minute scrambles. Just reliable reminders that free up the team and keep clients showing up.
Credits
- Built by: Harrison Caldeira
- Client: Blue Collar Marketing
- Tools: Pipedrive, Make.com, datastore, email templates