Automate Offer Letters with Pabbly Connect and Google Sheets

Learn how to send automated offer letters to new employees using Pabbly Connect and Google Sheets in this step-by-step tutorial. Develop expertise in application integration and learn how to design streamlined automation workflows using proven, simplified approaches.

Watch Step By Step Video Tutorial Below

1. Access Pabbly Connect for Automation

To begin automating the offer letter process, access Pabbly Connect and create your account. This platform is essential for integrating various applications seamlessly.

Once logged in, navigate to the dashboard and select the option to create a new workflow. This setup will allow you to connect Google Sheets with Google Docs and automate the sending of offer letters.

2. Set Up Google Sheets to Collect Employee Data

In this step, you will prepare your Google Sheets to collect new employee details. The first row should have headers like Name, Email, and Position, which will be filled out for each new hire.

• Create a new Google Sheet and label it ‘Employee Data’.
• Add columns for Name, Email, Position, and Start Date.
• Fill in the details for the new employee.

This structured data will be used by Pabbly Connect to generate and send the offer letter automatically. Ensure that the data is accurate to avoid errors in the offer letter.

3. Create a Google Docs Template for the Offer Letter

Next, you need to create a template for the offer letter in Google Docs. This document will be populated with data from the Google Sheets.

Open Google Docs and draft the offer letter, including placeholders for the employee’s name and position. Use markers like {{Name}} and {{Position}} to denote where the data will be inserted.

Once your template is ready, save it, as Pabbly Connect will reference this document to generate personalized letters for each new employee.

4. Configure Pabbly Connect Workflow to Automate Sending

Now it’s time to set up the automation in Pabbly Connect. Start by selecting Google Sheets as the trigger app.

• Choose the trigger event as ‘New Row’ in Google Sheets.
• Connect your Google account and select the ‘Employee Data’ sheet.
• Test the trigger to ensure data is being pulled correctly.

After setting the trigger, add an action step to create a document from the Google Docs template. Map the fields from Google Sheets to the placeholders in your offer letter template.

5. Send the Offer Letter via Email

Finally, set up the last action in Pabbly Connect to send the generated offer letter via email. Choose Gmail as the action app.

Configure the email settings, including the recipient’s email (pulled from Google Sheets), subject line, and body. Attach the generated offer letter document to the email.

Once everything is configured, test the workflow to ensure that the offer letter is sent to the new employee successfully. If successful, activate the workflow for future use.

Conclusion

By using Pabbly Connect, you can efficiently automate the process of sending offer letters to new employees added in Google Sheets. This integration not only saves time but also ensures accuracy in communication. Start automating your HR processes today!