Automate Birthday Wishes for Employees with Pabbly Connect, Google Sheets & Gmail

Learn how to automate birthday wishes for employees using Pabbly Connect, Google Sheets, and Gmail. Follow this detailed tutorial for seamless HR automation. 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 Birthday Wishes

To automate birthday wishes for your employees, you’ll first need to set up Pabbly Connect. This platform allows you to integrate Google Sheets and Gmail seamlessly. Start by visiting the Pabbly Connect website and signing in or creating an account if you don’t have one.

Once signed in, navigate to the dashboard. Here, you can create a new workflow specifically for sending birthday wishes. Click on the ‘Create Workflow’ button, name your workflow, and select the HR folder to save it. This will be the foundation for your automated birthday wish process.

2. Scheduling the Workflow with Pabbly Connect

Next, you need to schedule your workflow using Pabbly Connect. This step ensures that the workflow runs daily to check for employee birthdays. For this, select the ‘Schedule by Pabbly’ trigger.

• Choose the frequency: Select ‘Every Day’.
• Set the time for execution: Enter ’12:00 AM’.

After scheduling, save your settings. Your workflow is now set to run every day at midnight, ready to check for birthdays in your Google Sheets.

3. Retrieving Current Date Using Pabbly Connect

To send birthday wishes, the next step in Pabbly Connect is to retrieve the current date. This is crucial for matching employee birthdays. Add an action step and select ‘Date and Time Formatter’ as your application.

Set the action event to ‘Current Date’. After connecting, choose your preferred date format. Click ‘Save and Send Test Request’ to verify that you are receiving the correct current date. This will be used to check against the employee birthdays stored in your Google Sheets.

4. Looking Up Employee Birthdays in Google Sheets

With the current date retrieved, it’s time to look up employee birthdays in Google Sheets using Pabbly Connect. Add another action step and select Google Sheets as your application.

• Use the action event ‘Lookup Spreadsheet Row V2’.
• Connect to your Google Sheets account and select the spreadsheet containing employee details.

Map the lookup value using the current date’s month and day. This will filter the rows in your spreadsheet to find employees whose birthdays match the current date.

5. Sending Birthday Emails via Gmail with Pabbly Connect

Finally, to send birthday wishes, set up the last action in your Pabbly Connect workflow. Choose Gmail as your application and select ‘Send Email’ as the action event.

Map the recipient’s email address from the previous step where you retrieved employee details. Customize the email subject to include a birthday greeting, and write a personalized message. Click ‘Save and Send Test Request’ to ensure the email is sent successfully.

Conclusion

In this tutorial, we demonstrated how to automate birthday wishes for employees using Pabbly Connect, Google Sheets, and Gmail. By following these steps, you can ensure timely birthday greetings are sent to your employees, enhancing workplace morale without manual effort.