Automating Conference Reminders via WhatsApp with Pabbly Connect

Learn how to automate conference reminders using Pabbly Connect with Google Forms and WhatsApp. This step-by-step guide covers the entire integration process. Navigate the automation landscape confidently with clear, structured guidance suitable for professionals regardless of prior technical experience.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Conference Reminders

To automate conference reminders, we will use Pabbly Connect to integrate Google Forms and WhatsApp. First, access the Pabbly Connect website and sign into your account. If you are a new user, you can sign up for free and get 100 free tasks every month.

After logging in, you will see the Pabbly Connect dashboard. Click on the ‘Create Workflow’ button at the top right corner. A dialog box will appear, prompting you to name your workflow. Enter ‘Send Conference Reminder via WhatsApp Automatically’ and select the appropriate folder for your workflow.

2. Configuring the Trigger Application with Google Forms

In this section, we will set up the trigger application using Google Forms. Select Google Forms as the trigger application in Pabbly Connect and choose the event as ‘New Response Received.’ This setup will allow Pabbly Connect to capture responses from the Google Form submissions automatically.

• Select Google Forms as the trigger application.
• Choose ‘New Response Received’ as the trigger event.
• Copy the webhook URL provided by Pabbly Connect.

Next, open your Google Form and navigate to the responses section. Link the form to a Google Sheets document to store the responses. This will help Pabbly Connect capture the data effectively. Click on ‘Link to Sheets’ and create a new spreadsheet where the responses will be stored.

3. Connecting Google Sheets to Pabbly Connect

To establish a connection between Google Sheets and Pabbly Connect, you need to install the Pabbly Connect Webhooks add-on. Go to the ‘Extensions’ menu in Google Sheets, select ‘Add-ons,’ and search for Pabbly Connect Webhooks. Install it if you haven’t already.

Once installed, go back to the Extensions menu, select Pabbly Connect Webhooks, and choose ‘Initial Setup.’ Here, paste the webhook URL you copied earlier and specify the trigger column where the final data will be added. Click on the ‘Submit’ button to complete the setup.

4. Sending WhatsApp Reminders Using Pabbly Connect

With the setup complete, we will now configure the action step to send WhatsApp reminders. In Pabbly Connect, add a new action step and select WhatsApp by AI Sensei as the application. Choose ‘Set Template Message’ as the action event.

• Connect your WhatsApp account by entering the API key.
• Create a campaign in WhatsApp for the reminder.
• Map the participant’s name and mobile number to personalize the message.

After mapping the necessary fields, click on ‘Save and Send Test Request’ to send a test message. Check your WhatsApp to confirm that the reminder has been sent successfully.

5. Setting Up Delays for Timely Reminders

To ensure that reminders are sent at the right time, we will apply delays in Pabbly Connect. After the initial WhatsApp reminder setup, add another action step and select ‘Delay by Pabbly’ as the application. Choose ‘Add Delay Time’ for the action event.

Specify the delay duration as one day before the event for the first reminder. For the second reminder, repeat the process and set the delay to one hour before the event. This way, participants will receive timely notifications without any manual effort.

Once both delays are configured, you can run a test to ensure that the reminders are sent correctly. Check your WhatsApp for both reminders to confirm that the automation is functioning as intended.

Conclusion

In conclusion, using Pabbly Connect to automate conference reminders via WhatsApp streamlines the communication process. By integrating Google Forms and WhatsApp, you ensure that participants receive timely notifications, enhancing their experience and reducing manual effort.