Automate QR Attendance System with Pabbly Connect: A Step-by-Step Guide

Learn how to automate a QR attendance system using Pabbly Connect. This detailed guide covers Google Forms integration and WhatsApp notifications. 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. Create Google Form for Attendance with Pabbly Connect

To automate the QR attendance system, we first need to create a Google Form for attendance. This form will collect essential details such as the employee’s name, department, and employee ID. Using Pabbly Connect, we will later integrate this form with WhatsApp notifications.

After creating the form, generate a QR code for easy access. You can use any QR code generator, such as qr. The QR code will link directly to the Google Form, allowing employees to scan and mark their attendance.

2. Set Up Pabbly Connect for Attendance Notifications

Next, we will set up Pabbly Connect to automate notifications based on form submissions. Start by logging into your Pabbly Connect account and creating a new workflow named ‘Automated Attendance Notification.’ This workflow will handle the attendance data and send notifications when necessary.

Once the workflow is created, you need to select Google Forms as the trigger app. Choose the event ‘New Response Received’ to capture form submissions. After this, Pabbly Connect will provide a webhook URL, which you will use to connect the Google Form to Pabbly Connect.

• Log into Pabbly Connect.
• Create a new workflow named ‘Automated Attendance Notification’.
• Select Google Forms as the trigger app and choose ‘New Response Received’.
• Copy the provided webhook URL for later use.

After setting up the trigger, you will connect the Google Form to Pabbly Connect using the webhook URL. This ensures that every time an employee submits their attendance, the data will flow into Pabbly Connect for further processing.

3. Connect Google Sheets to Pabbly Connect

Google Form responses are automatically stored in a Google Sheet. To connect this sheet to Pabbly Connect, go to the Google Form, click on the ‘Responses’ tab, and select ‘Link to Sheets’ to create a new spreadsheet. This sheet will hold all attendance records.

Next, install the Pabbly Connect Webhook add-on in your Google Sheet. This allows the sheet to send data directly to Pabbly Connect. After installing, go to the add-on, choose ‘Initial Setup,’ and paste the webhook URL you copied earlier. Set the trigger column to the last column where data will be entered.

• Create a new Google Sheet linked to your Google Form.
• Install the Pabbly Connect Webhook add-on in Google Sheets.
• Paste the webhook URL and set the trigger column.

This connection ensures that whenever a new attendance record is added to the Google Sheet, it will trigger the workflow in Pabbly Connect.

4. Set Up WhatsApp Notifications with Pabbly Connect

Now that we have connected Google Sheets to Pabbly Connect, we will set up WhatsApp notifications. In the Pabbly Connect workflow, add an action step to check if the attendance was marked after a specified time, like 10:15 AM. If it was, a WhatsApp notification will be sent to the designated number.

To achieve this, add a ‘Filter’ action step to evaluate the time of the attendance submission. If the time is greater than 10:15 AM, proceed to send a WhatsApp message using the Wati application. You will need to connect your Wati account to Pabbly Connect by providing the API endpoint and access token.

Add a filter step to check if the submission time is after 10:15 AM. Set up WhatsApp using Wati as the action app. Connect your Wati account by entering the API endpoint and access token.

Once configured, the WhatsApp message will include details such as the employee’s name and the time they marked their attendance late. This automation ensures timely notifications for any late submissions.

5. Test Your Automated QR Attendance System

With everything set up, it’s time to test your automated QR attendance system using Pabbly Connect. Scan the generated QR code to access the Google Form and submit a test attendance entry. Ensure that you mark the attendance after the specified time to trigger the WhatsApp notification.

After submitting the form, check your WhatsApp account for the notification. You should receive a message indicating that the specific employee has marked their attendance late. This confirms that the entire automation process is functioning as intended and that Pabbly Connect is successfully managing the workflow.

By following these steps, you have automated the QR attendance system effectively. You can adjust the time settings and notifications as needed for your specific requirements.

Conclusion

Using Pabbly Connect, you can easily automate a QR attendance system that integrates Google Forms and WhatsApp notifications. This setup enhances attendance tracking and ensures timely communication for late submissions, improving overall efficiency.