Automate Appointment Reminders with Pabbly Connect and Google Forms

Learn how to automate appointment reminders from Google Forms using Pabbly Connect. This detailed tutorial guides you through the integration process step-by-step. Transform complex automation concepts into accessible, actionable steps that eliminate unnecessary manual work while maximizing existing application capabilities.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Google Forms Integration

Pabbly Connect is the central platform that enables you to automate sending appointment reminders from Google Forms. First, log into your Pabbly Connect account. If you don’t have an account, you can create one easily and start with free tasks to test this automation.

Once logged in, navigate to your dashboard and click on the blue ‘Create Workflow’ button. Give your workflow a name, such as ‘Send Appointment Reminders from Google Forms’ and click on the ‘Create’ button. You will see two boxes labeled Trigger and Action, which are essential for setting up your automation.

2. Configuring Trigger Event in Pabbly Connect

To start the integration process, select Google Forms as your trigger application in Pabbly Connect. Set the trigger event to ‘New Response Received’. This means that whenever a new response is submitted via Google Forms, it will trigger the workflow.

• Select Google Forms as the application.
• Choose ‘New Response Received’ as the trigger event.
• Copy the webhook URL provided by Pabbly Connect.

Next, you need to set up your Google Form to send data to Pabbly Connect. Open the associated Google Sheets for your form, go to Extensions, and search for the Pabbly add-on. Install it if you haven’t already, and then click on ‘Initial Setup’ to paste the webhook URL you copied earlier.

3. Submitting Data and Testing the Connection

To ensure the connection works, make a dummy submission in your Google Form. Fill in the details, such as the name, email address, appointment date, and any other required fields. Once submitted, this data will populate in your Google Sheets.

• Open your Google Form and preview it.
• Fill in the form with dummy data and submit.
• Return to Pabbly Connect and click ‘Test Trigger’ to retrieve the submitted data.

After testing, you should see the submitted data in your Pabbly Connect dashboard. This confirms that your Google Forms and Pabbly Connect integration is functioning correctly.

4. Setting Up Gmail Action for Sending Reminders

Now that the trigger is set up, it’s time to configure the action. Choose Gmail as your action application in Pabbly Connect. Select the action event as ‘Send Email’. This action will send out appointment reminders automatically.

Connect your Gmail account to Pabbly Connect by clicking on ‘Add New Connection’. Follow the prompts to grant access. Once connected, fill in the recipient’s email address using the data received from the Google Form submission. You can map this directly from the previous step.

5. Finalizing Your Workflow and Sending Appointment Reminders

In the email setup, specify the subject line and the email content. For example, you can write, ‘This is just a friendly reminder of your appointment with Mr. Roy scheduled for [date].’ Make sure to map the appointment date and patient name dynamically from the form responses. using Pabbly Connect

Click on the ‘Save and Send Test Request’ button to finalize your workflow. If everything is set up correctly, you will receive a test email in your Gmail inbox, confirming that the appointment reminder is sent successfully.

Conclusion

By following these steps, you can automate sending appointment reminders using Pabbly Connect and Google Forms. This integration ensures that your patients receive timely reminders without any manual effort, enhancing your clinic’s efficiency.