Automate Appointment Reminders Using Pabbly Connect and WhatsApp

Learn how to automate appointment reminders through WhatsApp using Pabbly Connect, Google Sheets, and AI Sensei in this detailed tutorial. Learn to create powerful connections between your critical applications without requiring specialized programming knowledge or extensive technical background.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Appointment Reminders

To begin automating appointment reminders, you first need to access Pabbly Connect. This platform is essential for integrating Google Sheets and AI Sensei to send WhatsApp reminders. Start by searching for ‘Pabbly Connect’ in your browser and navigate to the landing page.

If you don’t have an account, click on the ‘Sign Up for Free’ button, which takes just two minutes. After signing up, you can log in and access the dashboard of Pabbly Connect. Here, you can create a new workflow specifically for appointment reminders.

2. Creating a Workflow in Pabbly Connect

Once you are in the Pabbly Connect dashboard, click on the ‘Create Workflow’ button. Name your workflow, for example, ‘Automate Appointment Reminders through WhatsApp’. This name reflects your objective and helps in organizing your workflows.

• Click on ‘Create’ to proceed.
• Set the trigger application to Google Sheets.
• Select ‘New or Updated Spreadsheet Row’ as the trigger event.

After selecting the trigger, you will connect Google Sheets to Pabbly Connect using a webhook URL. This URL acts as a bridge between Google Sheets and Pabbly Connect, ensuring that whenever a new appointment is added, it triggers the workflow.

3. Connecting Google Sheets with Pabbly Connect

To connect Google Sheets to Pabbly Connect, you need to copy the webhook URL provided by Pabbly Connect. Open your Google Sheets and go to the Extensions menu. Here, you will need to install the Pabbly Connect Vook extension if it’s not already installed.

• Go to ‘Add-ons’ and click on ‘Get Add-ons’.
• Search for ‘Pabbly Connect Vook’ and install it.
• Refresh your Google Sheet after installation.

After refreshing, go back to Extensions, select Pabbly Connect Vook, and click on ‘Initial Setup’. Paste the webhook URL and specify the trigger column where appointment data will be entered. This setup allows Pabbly Connect to capture new appointment data automatically.

4. Setting Up Action Steps in Pabbly Connect

Now that Google Sheets is connected, it’s time to set up the action steps in Pabbly Connect. You will need to add actions for sending WhatsApp messages through AI Sensei. First, configure the date and time formatter to calculate when to send reminders.

To do this, select the ‘Date and Time Formatter’ action and set it to subtract one day from the appointment date. This will schedule the first reminder. After setting this, add another action to subtract 30 minutes from the appointment time for the second reminder.

Finally, use the ‘Delay by P’ action to pause the workflow until the scheduled reminder time. This ensures that the reminders are sent at the correct time, effectively utilizing Pabbly Connect to manage reminders efficiently.

5. Sending WhatsApp Reminders Using AI Sensei

After setting up the delays, it’s time to configure the final action, which is sending WhatsApp messages using AI Sensei. Select ‘WhatsApp by AI Sensei’ as your action application and choose ‘Send Template Message’ as the action event.

In this step, you will need to enter your API key from your AI Sensei account to connect it with Pabbly Connect. Once connected, create a campaign for sending reminder messages. Map the necessary fields, such as the customer’s phone number and appointment details, ensuring that the template message is customized for each appointment.

After completing these steps, you can test the workflow. Each time a new appointment is added to Google Sheets, Pabbly Connect will automatically send reminders via WhatsApp, ensuring timely notifications for your customers.

Conclusion

In summary, this tutorial demonstrated how to automate appointment reminders using Pabbly Connect, Google Sheets, and AI Sensei. By following the steps outlined, you can efficiently manage appointment notifications and reduce no-shows in your consultancy service.