Automate Appointment Reminders Using Pabbly Connect and WhatsApp

Learn how to automate appointment reminders using Pabbly Connect with Google Sheets and AI Sensei for WhatsApp notifications. Explore efficient methods for automating routine tasks with clear, concise instructions suited for both newcomers and experienced professionals.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Appointment Reminders

To automate appointment reminders, first access Pabbly Connect. Open your browser and search for Pabbly Connect, which will take you to the landing page where you can sign in or sign up for free.

If you don’t have an account, click on the ‘Sign up for free’ button. This process takes only a couple of minutes and grants you 100 free tasks each month. Once signed in, click on the ‘Access Now’ button under Pabbly Connect to reach the dashboard.

2. Creating a Workflow in Pabbly Connect

In the Pabbly Connect dashboard, the next step is to create a new workflow. Click on the ‘Create Workflow’ button and name it according to your objective, such as ‘Automate Appointment Reminders through WhatsApp’. Click on ‘Create’ to proceed.

• Select Google Sheets as the trigger application.
• Choose the trigger event as ‘New or Updated Spreadsheet Row’.
• Connect Google Sheets with Pabbly Connect.

This setup allows you to automate the process of sending reminders by linking Google Sheets with Pabbly Connect effectively. The trigger will initiate the workflow each time a new appointment is added to your Google Sheet.

3. Setting Up Google Sheets Connection

To connect Google Sheets with Pabbly Connect, you need to use a webhook URL. Copy the webhook URL provided by Pabbly Connect and go to your Google Sheets. In your Google Sheets, go to ‘Extensions’ and select the Pabbly Connect add-on.

• Install the Pabbly Connect add-on if not already installed.
• Paste the copied webhook URL into the appropriate field.
• Select the trigger column, which should be the final data column.

After setting this up, every time a new appointment is added, the data will automatically be sent to Pabbly Connect, facilitating the reminder process seamlessly.

4. Configuring Action Steps in Pabbly Connect

Once the trigger is set, it’s time to configure the action steps in Pabbly Connect. You will need to set up actions to send reminder messages on WhatsApp. Start by adding an action step for formatting the date and time.

Use the ‘Date and Time Formatter’ tool in Pabbly Connect to subtract the necessary time from the appointment date. Here are the steps:

Select the action event as ‘Add/Subtract Time’. Map the appointment date and time from the Google Sheets response. Specify the time to subtract, such as ‘-1 day’ for the first reminder.

Repeat the process for the second reminder, subtracting 30 minutes from the appointment time. This setup ensures timely reminders are sent to customers before their appointments.

5. Sending Reminders via WhatsApp

After configuring the action steps, the final step is to send the reminder messages through WhatsApp using AI Sensei. In Pabbly Connect, add another action step for WhatsApp by AI Sensei. using Pabbly Connect

Here’s how to proceed:

Select the action event as ‘Send Template Message’. Connect it to your AI Sensei account using the API key. Map the customer’s phone number and the message template parameters.

This integration allows you to automatically send personalized reminder messages to your customers on WhatsApp, ensuring they are informed about their appointments in a timely manner.

Conclusion

In this tutorial, we explored how to automate appointment reminders using Pabbly Connect, Google Sheets, and AI Sensei for WhatsApp notifications. By following these steps, you can streamline your appointment management process and enhance customer communication effectively.