Railwayhero · Pipedrive Onboarding

GoogleSpreadsheet - Logins + Data Mapping

What was built

Railwayhero's Pipedrive CRM was configured to manage B2B wholesale booking operations for premium train journeys (The Ghan in Australia, Rovos Rail in Africa, and others). The system integrates FunnelForms for lead capture, Zapier for legacy process support, and Make.com for advanced booking data synchronization.

The Pipedrive setup includes custom fields for train types, journey dates, passenger counts, pricing tiers, and booking status. Deal pipelines were created for each train line with specific stages reflecting the complex sales process for luxury train travel. FunnelForms integration automatically converts web form submissions into Pipedrive deals, while Zapier handles legacy booking processes during the transition.

The core innovation is the Make.com integration that syncs booking data from Railwayhero's internal booking system to Pipedrive via webhooks. Complex formulas extract date components from German date formats (Reisebeginn, Rückkehrdatum) to calculate journey-specific information for deal stages and forecasting. The break system captures production errors and enables quick resolution.

Support extended to adding new train lines (Rovos Rail for African journeys) using configuration templates, updating Zaps and scenarios to handle new parameters, and ongoing monitoring of production data quality. The system enables Railwayhero's sales team to manage wholesale relationships in Pipedrive while bookings sync automatically for fulfillment.

Project stats: 92 tasks, 93h of Pipedrive setup, integration development, formula creation, and production ops.