Automate Onboarding Checklist with Pabbly Connect: A Step-by-Step Guide

Learn how to automate your onboarding checklist using Pabbly Connect with Google Forms and Google Chat. Follow this detailed tutorial for seamless integration. 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 Onboarding Automation

To start automating your onboarding checklist, you first need to access Pabbly Connect. Begin by visiting the official Pabbly Connect website. If you are a new user, you can sign up for free, which allows you to get 100 free tasks every month.

Once you are signed in, you will see the Pabbly applications window. Click on Pabbly Connect to open the dashboard. From here, you can create a new workflow to connect your Google Forms with Google Chat for seamless onboarding communication.

2. Creating a Workflow in Pabbly Connect

After accessing Pabbly Connect, the next step is to create a workflow. Click on the ‘Create Workflow’ button located in the top right corner of the dashboard. A dialog box will appear asking for a workflow name; enter something like ‘Automate Onboarding Checklist’.

• Select a folder to save your workflow, such as ‘Google Forms Automations’.
• Click on ‘Create’ to finalize the workflow setup.

Your workflow is now created, and you will see two sections labeled ‘Trigger’ and ‘Action’. The trigger is the event that starts the automation, while the action is what happens in response.

3. Setting Up Google Forms as Trigger in Pabbly Connect

In this step, you will configure Google Forms as the trigger application in Pabbly Connect. Click on the trigger application section and select ‘Google Forms’. For the trigger event, choose ‘New Response Received’ since you want to capture form submissions from new hires.

After selecting the trigger, Pabbly Connect will provide you with a unique webhook URL. Copy this URL as you will need it to connect your Google Form to Pabbly Connect.

• Open your Google Form and click on ‘Responses’.
• Select ‘Link to Sheets’ to create a new spreadsheet connected to your form.

This setup ensures that all new responses are captured and sent to Pabbly Connect for further processing.

4. Connecting Google Sheets with Pabbly Connect

Next, you will connect Google Sheets to Pabbly Connect. In your Google Sheet, click on ‘Extensions’, then ‘Add-ons’, and search for ‘Pabbly Connect Webhooks’. Install this add-on if you haven’t already.

After installation, go back to the ‘Extensions’ menu, select ‘Pabbly Connect Webhooks’, and click on ‘Initial Setup’. Paste the copied webhook URL from Pabbly Connect and set the trigger column to the final data column in your spreadsheet.

Click on ‘Submit’ to save your settings. Ensure to enable the ‘Send on Event’ option under the same add-on.

This connection allows Pabbly Connect to capture responses automatically from Google Sheets whenever a new form submission occurs.

5. Setting Up Google Chat Action in Pabbly Connect

After configuring the trigger, it’s time to set up the action in Pabbly Connect. Select Google Chat as your action application and choose ‘Create Message’ as the action event. You will need to provide the chat webhook URL, which you can obtain from your Google Chat settings.

Follow the steps to create a new webhook in Google Chat, naming it appropriately and copying the URL. Paste this URL back into Pabbly Connect during the action setup.

Compose the message you want to send, including dynamic fields from the previous steps. Click on ‘Save and Send Test Request’ to verify the setup.

Once everything is set up correctly, you will see messages in your Google Chat space whenever a form submission is made, confirming the completion of the onboarding checklist.

Conclusion

In this tutorial, we explored how to automate the onboarding checklist using Pabbly Connect with Google Forms and Google Chat. By following these steps, you can ensure that all necessary documents are submitted and notifications are sent seamlessly, enhancing your onboarding process.