Sync contacts, consent, and segments between KlickTipp and Pipedrive

Community Node Disclaimer

This workflow uses KlickTipp community nodes, available for self-hosted n8n instances only.

Who’s it for

Sales and marketing teams using Pipedrive (Persons) and KlickTipp who want a reliable two-way sync for:

• Contact profiles (name, email, phone, birthday)
• Consent/marketing status (subscribed / no consent / unsubscribed)
• Segmentation (KlickTipp Tags ↔ Pipedrive Labels)

This workflow is ideal if you want to avoid CSV imports, prevent manual updates, and ensure that changes in either platform are reflected in the other — including deletes and consent changes.

How it works

This workflow creates a complete two-way synchronization between KlickTipp and Pipedrive (Persons).
Whenever a Person is created, updated, unsubscribed, segmented, or deleted in either system, the workflow mirrors these changes across both platforms — so your CRM and email marketing database always stay aligned.

It is designed for near real-time syncing of contact data, consent state, and segmentation (Tags ↔ Labels), without manual work.

KlickTipp → Pipedrive

Triggered by KlickTipp webhooks / activation tag events via “Contact tagged in KlickTipp”:

1. Fetch contact details in KlickTipp (Get contact data for tagging) to access tags and custom fields.
2. Route by contact state (Check subscription):
   • Person does not exist (no stored Pipedrive ID in KlickTipp) and contact is not Unsubscribed → Create a person in Pipedrive.
   • Person exists and contact is not Unsubscribed → Update a person in Pipedrive.
   • Person exists → unsubscribe → Update a person and set marketing_status = unsubscribed.
3. Write the Pipedrive Person ID back to KlickTipp (Add Pipedrive Person ID to KlickTipp contact) to permanently link both records.
4. Sync consent status:
   • KlickTipp status = Subscribed → Pipedrive marketing_status = subscribed
   • Otherwise → marketing_status = no_consent
5. Sync birthday safely (timezone-aware):
   • KlickTipp birthday is stored as Unix seconds and converted to YYYY-MM-DD using Europe/Berlin timezone to avoid CET/CEST shifts.
6. Segmentation: KlickTipp Tags → Pipedrive Labels:
   • Reads KlickTipp tags (Check relevant segment) and assigns Pipedrive label IDs via PATCH:
     • Tag 14054258 → Label 14 (Customer)
     • Tag 14054294 → Label 27 (ABC)

Pipedrive → KlickTipp

Triggered by the Pipedrive Person webhook via “Changes in Pipedrive”:

1. Fetch the current marketing status (Get marketing status) to decide which consent action to apply in KlickTipp.
2. Route by sync scenario (Check subscription1):
   • Single Opt-In
     If no linked KlickTipp ID exists yet and status is not unsubscribed → create contact in KlickTipp via SOI (Create contact with SOI).
   • Form submission → DOI
     If change_source = api → create contact in KlickTipp via DOI (Create contact with DOI).
   • Update only
     If linked KlickTipp ID exists and status is not unsubscribed → update the existing KlickTipp subscriber (Update contact changes in KlickTipp).
   • Unsubscribe and update
     If linked KlickTipp ID exists and status is unsubscribed → unsubscribe the contact (Unsubscribe contact) and then update core fields (Update contact changes in KlickTipp1).
   • Contact deletion
     If action is delete → delete the KlickTipp contact using the previous email (Delete contact) to remain safe even if the email changed before deletion.
3. UI-only filtering for SOI path
   • Filter non UI events and deletions ensures the SOI create path processes only UI-driven events (change_source = app) and ignores deletions.
4. Sync birthday safely (no day shifting)
   • Reads Pipedrive birthday as YYYY-MM-DD from a custom field and converts it to Unix seconds using "T00:00:00Z" to prevent timezone-related day shifts.
5. Segmentation: Pipedrive Labels → KlickTipp Tags
   • Reads label_ids from Pipedrive (supports array or comma-separated string), normalizes them, then applies tags in KlickTipp (Check relevant segment2):
     • Label 14 (Customer) → Tag 14054258
     • Label 27 (ABC) → Tag 14054294

How to set up

1. Install the KlickTipp community node in your self-hosted n8n instance.
2. Create credentials in n8n for:
   • KlickTipp API
   • Pipedrive API (token or OAuth)
3. In KlickTipp, create a custom field to store the Pipedrive reference:
   • Example used here: Pipedrive | Person ID (mapped as field227685)
4. In Pipedrive (Person), create custom fields to store:
   • KlickTipp Contact ID (stored via Pipedrive custom properties)
   • Birthday (optional, if you want birthday sync)
5. Configure your segmentation mapping:
   • Ensure Pipedrive Labels exist and note their IDs (e.g. 14 = Customer, 27 = ABC)
   • Ensure KlickTipp Tags exist and note their IDs (e.g. 14054258, 14054294)
6. Test both directions:
   • Add a tag in KlickTipp → confirm the Person is created/updated in Pipedrive and labels are assigned.
   • Update a Person in Pipedrive → confirm the subscriber is created/updated/unsubscribed in KlickTipp accordingly.
7. Activate the workflow.

💡 Pro Tip: Start testing with a single contact and one label/tag mapping first, then expand to more fields and segments.

Requirements

• Self-hosted n8n instance (community nodes supported)
• KlickTipp account with API access
• Pipedrive account with API access
• Pipedrive Person webhook enabled (create/update/delete events)
• KlickTipp webhook/activation tag configured to trigger the KlickTipp side

How to customize

• Add more field mappings (organization, address, custom properties, owner).
• Extend segmentation rules (more labels/tags, deal-based logic, pipeline-specific tags).
• Adjust SOI/DOI routing (e.g., force DOI for certain sources or segments).
• Add audit logging (Google Sheets, database, or Slack alerts on errors).
• Add safeguards (e.g., skip contacts without email, handle duplicates with additional lookup logic).