Automate Shift Reminders to Employees Using Pabbly Connect

Learn how to automate shift reminders to employees via email using Pabbly Connect, Google Sheets, and Gmail integration. Follow 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. Setting Up Pabbly Connect for Shift Reminders

To automate shift reminders for your employees, you first need to set up Pabbly Connect. Visit the Pabbly Connect landing page and sign up for a free account. Once logged in, you will be directed to the dashboard where you can create a new workflow.

Click on the ‘Create Workflow’ button and give your workflow a suitable name, such as ‘Shift Reminder Automation’. After naming it, click on the ‘Create’ button to access the workflow settings where you will configure the trigger and action modules.

2. Configuring the Trigger in Pabbly Connect

In this step, you will configure the trigger to schedule the workflow. Select the ‘Schedule’ option as your trigger. Set it to run every day at a specific time, for example, 10 AM. This ensures that the workflow checks for upcoming shifts daily. using Pabbly Connect

• Choose ‘Every Day’ as the frequency.
• Set the time to 10 AM in your time zone.

Once configured, click on the ‘Save’ button. This sets your workflow to check the Google Sheets document for any shift changes that need reminders two days in advance.

3. Using Date Time Formatter in Pabbly Connect

Next, you need to compare dates to determine which employees need reminders. For this, select the ‘Date Time Formatter’ feature in Pabbly Connect. Choose the action event as ‘Modify Current Date’ to add two days to the current date.

Set the date format to DDM YYYY and select your time zone, such as Asia/Kolkata. Then, choose to add two days and click ‘Save and Send Test Request’. This will give you the date two days from now, which will be used to check against the shift schedule in Google Sheets.

4. Lookup Shift Details in Google Sheets

Now, you will use Pabbly Connect to look up employee shift details in Google Sheets. Add a new action step and select Google Sheets. Choose the action event as ‘Lookup Spreadsheet Rows’ to search for shift timings based on the date obtained in the previous step.

• Connect your Google account to Pabbly Connect.
• Select the spreadsheet containing employee shift details.
• Specify the lookup column (e.g., column E for dates).

After configuring the lookup, click ‘Save and Send Test Request’. Pabbly Connect will fetch the corresponding employee details whose shifts are changing two days from now.

5. Sending Reminder Emails via Gmail

Finally, it’s time to send reminder emails using Gmail through Pabbly Connect. Add another action step, select Gmail, and choose the action event as ‘Send Email’. Connect to your Gmail account and map the recipient’s email address from the iterator step.

Fill in the sender’s name, subject, and email body. For example, set the subject to ‘Shift Reminder’ and the body to include a personalized message. Make sure to map the employee’s name and the date of the shift from the previous steps. Click ‘Save and Send Test Request’ to send the email.

After testing, you can check the employee’s inbox to confirm that the reminder email has been successfully sent. This completes the setup, and your automated system is now ready to send shift reminders daily.

Conclusion

Using Pabbly Connect, you can automate the process of sending shift reminders to employees via email. This integration with Google Sheets and Gmail streamlines communication and improves punctuality. Start using this automation today to save time and enhance your workflow.