How To Automatically Qualify Referrals Using Pipedrive

Automate your referral program with Pipedrive and Referral Factory! Use your regular Pipedrive workflows and pipelines to automatically qualify successful referrals, which, in turn, could trigger a reward to the person who referred them.

Step 1: Create Custom Data Fields in Pipedrive

→ For automatic qualification to work, you will need to create a custom data field inside Pipedrive to store Referral Factory’s unique user ID for the Person Invited, which we call {Referral Code}.

→ (Optional) Should you wish to store additional referral data related to your referred user, create the relevant data fields inside Pipedrive. You could, for example, create data custom fields to house information like:

• {Referrer First Name}: The name of the person who referred them
• {Referrer Email Address}: The email address of the person who referred them
• {Referral Campaign}: The name of your Referral Factory campaign (useful if you're running multiple campaigns)
• {Referral Link}: The referral link automatically generated for the new user (useful if you will enroll newly referred leads into your referral program) 

Step 2: Configure How Data Should Be Sent in Referral Factory

→ Click Edit Campaign to enter the campaign builder. 

→ Navigate to the Integrations step in the bottom navigation bar. 

→ Scroll down until you see the option to configure settings for the Person Invited. 

→ Select whether Referral Factory should create a new Lead or a new Deal in Pipedrive. (Note that the option you choose will affect which qualification options become available to you.)

Step 3: Set Your Qualification Rules

→ To automatically qualify the Person Invited when they convert in Pipedrive, set the rules that will trigger the automatic qualification.

You have 4 options: 

👉 Option 1: When A Lead Converts Into A Deal

👉 Option 2: When A Lead Converts Into A Deal AND Moves To A Specific Stage

👉 Option 3: When A Deal Stage Changes

👉 Option 4: When A Deal Is Marked As "Won"

→ Set the rules that will auto-qualify the referred users that convert. Depending on the option you select, you may need to choose your deal pipeline, set the initial deal stage and/or the stage at which you would consider a referred user as successful.

Step 4: Map Your Fields 

→ Map the data fields from Referral Factory to your Pipedrive fields using the dropdown select options. If a recently created Pipedrive field is unavailable for selection, click the refresh button. 

Step 5 (Optional): Define Your Default Fields

→ You also have the option to define any default data fields for when the Lead/Deal is created inside Pipedrive.

Step 6 (Optional): Attach Information About The Person Referring

→ You also have the option to attach information about the person who made the referral. Remember that you may need to create custom fields inside Pipedrive to house this data. 

Step 7: Choose How To Handle Duplicates

→ Choose whether Referral Factory should update existing contacts. Please note that choosing to update existing contacts could override data inside Pipedrive. Your choice may also affect the qualification of contacts that already exist in Pipedrive.

→ Click Save or Next.

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How To Test Whether Your Integration Is Working

Step 1: Sign Up As the Person Referring

→ Open your campaign link in a private window or incognito mode and sign up as the Person Referring. Please note that Referral Factory uses cookies, so if you have already visited your campaign link, you may see the incorrect step. 

→ Be sure to use an email address that does not already exist as a user in your referral campaign and, depending on your settings, does not already exist in Pipedrive. We recommend using plus addressing to make sure that each email address is unique and easily searchable. For example, yourname+personreferring+date@yourdomain.com.

Step 2: Sign Up As the Person Invited

→ Next, open the referral link generated for the Person Referring and sign up as the Person Invited. 

→ Be sure to use an email address that does not already exist as a user in your referral campaign and, depending on your settings, does not already exist in Pipedrive. We recommend using plus addressing to make sure that each email address is unique and easily searchable. For example, yourname+personinvited+date@yourdomain.com.

Step 3: Check For New Users In Referral Factory

→ Navigate to the Users tab and check that both the Person Referring and the Person Invited have been created in Referral Factory.

Step 4: Check For The Person Invited in Pipedrive 

→ Check that the Lead/Deal for the Person Invited is created in Pipedrive with all the data you have chosen to map across. Note that it can take up to 30 minutes for the data to pass from Referral Factory to Pipedrive. 

Step 5: Test Your Qualification Trigger

→ Update the Lead or Deal of the Person Invited inside Pipedrive as per the qualification settings you configured. 

→ Return to Referral Factory to check the status of the contact you just converted in the Users tab. Note that it can take up to 30 minutes for the data to pass from Pipedrive to Referral Factory.