Automate Leave Management: Integrate Jotform, Google Sheets, and Gmail with Pabbly Connect

Learn how to automate leave application management using Jotform, Google Sheets, and Gmail through Pabbly Connect for efficient HR operations. Discover hidden automation capabilities within your existing tools. This guide shows you how to connect your essential applications and permanently eliminate redundant manual processes.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Leave Management Automation

To start automating leave application forms, you first need to access Pabbly Connect. Visit the Pabbly Connect website and sign in or create a free account. This platform offers a user-friendly interface that simplifies the integration process between various applications.

Once logged in, you can access the dashboard where you can create and manage your workflows. Follow these steps to set up your leave management automation:

• Sign in to your Pabbly Connect account.
• Click on the ‘Create Workflow’ button.
• Name your workflow, for example, ‘Automate Leave Application Forms’.

Now that your workflow is created, you can start integrating Jotform, Google Sheets, and Gmail through Pabbly Connect.

2. Setting Up Jotform as the Trigger Application

In this step, you will set up Jotform as your trigger application in Pabbly Connect. This means that when a leave request form is submitted, it will trigger the workflow. Choose Jotform as the trigger application and select the trigger event as ‘New Response’.

After selecting the trigger event, Pabbly Connect will provide you with a webhook URL. Copy this URL and integrate it into your Jotform settings. Here’s how to do it:

• Go to your Jotform account and open the leave request form.
• Navigate to the ‘Settings’ section and select ‘Integrations’.
• Search for ‘Webhooks’ and paste the copied URL.

Once you complete the integration, submit a test entry to ensure that the connection between Jotform and Pabbly Connect is successful.

3. Integrating Google Sheets to Capture Leave Requests

The next step involves integrating Google Sheets with Pabbly Connect. This integration allows you to automatically add new leave requests from Jotform into a designated Google Sheet. Select Google Sheets as your action application and choose ‘Add New Row’ as the action event.

Connect Google Sheets with Pabbly Connect by establishing a new connection or using an existing one. Fill in the necessary fields to map the data from Jotform:

Select the spreadsheet name where you want to save the data. Map the fields such as employee name, email, leave dates, and reason for leave. Ensure all fields correspond to the columns in your Google Sheet.

After mapping the fields, test the integration to confirm that the leave request details are being added to Google Sheets seamlessly through Pabbly Connect.

4. Setting Up Gmail Notifications for Leave Requests

In this section, you will set up Gmail to send notifications for each leave request received. Select Gmail as your action application in Pabbly Connect and choose ‘Send Email’ as the action event. This will notify HR when a leave request is submitted.

Connect your Gmail account to Pabbly Connect and fill in the required fields. You will need to specify the recipient email, sender name, subject, and body of the email. Here’s how to configure the email:

Enter the recipient email address (HR’s email). Set the email subject, such as ‘Leave Request Notification’. Map the email body to include details from the leave request.

Once all fields are configured, send a test email to verify that notifications are sent correctly through Pabbly Connect.

5. Finalizing the Workflow for Approval/Rejection Emails

The final step is to set up a workflow that sends approval or rejection emails based on the status selected in Google Sheets. Create a new workflow in Pabbly Connect and select Google Sheets as your trigger application with the event ‘New or Updated Spreadsheet Row’.

Copy the webhook URL provided by Pabbly Connect and set it up in the Google Sheets add-on for Pabbly Connect Webhooks. This will ensure that any updates in the status column trigger the email notifications:

Select the trigger column in Google Sheets that will determine when to send emails. Set up conditions for approval and rejection routes in the workflow. Map the email content to include the status and details of the leave request.

After completing the setup, test the workflow by updating the status in Google Sheets to see if the correct email notifications are sent through Pabbly Connect.

Conclusion

In this tutorial, you learned how to automate leave management by integrating Jotform, Google Sheets, and Gmail using Pabbly Connect. This process streamlines HR operations by automating leave requests and notifications, enhancing efficiency in managing employee leaves.