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Set up a Pipedrive account (Provisioning)

Audience: admins (usually with your Beta-Calco contact) · Scope: the Pipedrive Provisioning screen · Last reviewed: 2026-08-14

What this does — Shows you, in one screen, everything the website needs a Pipedrive account to contain — and whether it's actually there. Anything missing, it can add for you. Use it when connecting a new or test Pipedrive account, or when you want to confirm the live one is still complete.

You will not need this in a normal week. The connection runs by itself; see Understand how quotes and Pipedrive stay in step.

Where it is​

ConfigBox → Diagnostics → Pipedrive Provisioning.

Read the top of the screen first​

Two lines matter before you touch anything:

  • Which account you're looking at. The strip at the top names the Pipedrive account — its name, its number, and a link to it. A test account and the real one look identical on this page, so check this every time.
  • A red banner if it's the production account. If you're on a test site pointed at the real Pipedrive, the page says so in as many words. Stop and check with your Beta-Calco contact.

The report​

Below that, a checklist of what the account should contain, grouped:

GroupWhat it's checking
Custom deal fieldsThe six fields the website writes into every deal (quote number, deal type, and so on), plus a summary of the other fields the live account carries
Local importsThe website's own copies of the Pipedrive fields, pipelines, stages, users and organisations
Pipeline & stagesThe sales pipeline the quotes move through, and its stages
SettingsWhich default pipeline and stage new deals land in
Inbound webhookThe subscription that tells the website when a deal changes in Pipedrive
Activity typeThe "Quote Follow-Up" activity type

Every row has a state: OK, missing, or a warning. Read the whole report before pressing anything — that's what the screen is for.

Rows that are not OK offer a way forward, always one of three:

  • a Create / Import / Register button that fixes just that row;
  • numbered instructions, when it's something only a person can do in Pipedrive (the activity type is the usual one — Pipedrive doesn't allow it to be created automatically);
  • a link to Custom Settings, when it's a value someone has to choose.

A row with none of those would be a dead end, and there aren't any.

Doing a full run​

  1. Look at the plan under the report. Everything not already OK is ticked by default.
  2. Untick anything you don't want. Each field says what it's for and whether it would use up a slot.
  3. Press Start provisioning.
  4. Steps tick over one at a time with a checkmark and a note. Leave the tab open.
  5. When it finishes, the report above re-reads itself, so you see the account as it now is.

Reloading mid-run is safe — the page picks the run back up rather than starting a second one. Only one run can be in flight at a time, which is what stops two people creating the same field twice.

Stop after this step ends a run early. Nothing already done is undone.

Filling an account with branches and people​

The bottom card, Data provisioning, is separate from everything above. It creates the records a quote needs rather than the fields: an organisation for every branch, and a person for every active website user, all owned by one Pipedrive user.

  • It only ever runs against a test account. It refuses the production account outright — generated organisations there would be indistinguishable from real customers.
  • It only adds. A branch is matched to an organisation by name, a website user to a person by email address; anything already there is left alone.
  • Sync new records is the button to press later, when branches or users have been added since. With nothing new it takes a few seconds and tells you there was nothing to do.

The card also stamps each organisation's Rep Code and Consolidated Quota Code from the branch list. If Pipedrive already holds a different code, it leaves it alone and says so in the run log — that disagreement is worth looking at rather than overwriting.

If something goes wrong​

The run stops at the failing step and shows what happened. Everything before it stays done.

  • Download log gives you a plain-text file with the whole run in it — the account, every step, and the error. That's the thing to send to your Beta-Calco contact; it makes sense on its own.
  • Earlier runs at the bottom lists recent runs with who started them, and a log for each.
  • Fix the cause and start a new run. Steps that already succeeded report themselves as skipped — running it again is always safe.

Good to know​

  • The page reads Pipedrive live every time you open it, so it's never showing you a stale picture. That also means it's a few seconds to load.
  • It provisions the account this website is pointed at, and writes this website's settings — not the other environments'.
  • It won't change things that already exist. If a field is there but different from what's expected, it reports that and leaves it; changing an existing field in Pipedrive can affect deals already using it.

For developers → docs/pipedrive/provisioning.md.