Automating Event Reminder Emails with Pabbly Connect and Google Sheets

Learn how to automate event reminder emails using Pabbly Connect and Google Sheets. This step-by-step tutorial will guide you through the integration process. This comprehensive guide reveals exactly how to connect your applications and automate repetitive tasks — accessible for professionals of all technical backgrounds.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To start automating event reminder emails, access Pabbly Connect by visiting the official website. Once there, sign in to your existing account or create a new one if you’re a first-time user. Pabbly Connect offers 100 free tasks each month for new users, making it easy to get started.

After logging in, you will see the Pabbly Connect dashboard. From here, you can create a new workflow that will connect Google Sheets and Gmail for sending automated reminders. Click on the ‘Create Workflow’ button located at the top right corner to begin setting up your automation.

2. Creating Your Workflow in Pabbly Connect

In this step, you will set up your workflow in Pabbly Connect to send event reminders. Name your workflow something descriptive, like ‘Send Event Reminder Emails from Google Sheets’. Select a folder where you want to save this workflow for better organization.

• Click ‘Create’ to finalize your workflow setup.
• Choose ‘Google Sheets’ as your trigger application.
• Set the trigger event to ‘New or Updated Spreadsheet Row’.

Once these steps are completed, Pabbly Connect will provide you with a webhook URL. This URL is essential for connecting your Google Sheets to Pabbly Connect, allowing it to capture participant details automatically.

3. Connecting Google Sheets to Pabbly Connect

To connect Google Sheets to Pabbly Connect, open your Google Sheets document. Click on ‘Extensions’, then navigate to ‘Add-ons’ and select ‘Get Add-ons’. Search for ‘Pabbly Connect Webhooks’ and install it if you haven’t done so already. This step is crucial for establishing the connection.

• After installation, refresh your Google Sheets page.
• Go back to ‘Extensions’, find ‘Pabbly Connect Webhooks’ and click on ‘Initial Setup’.
• Paste the webhook URL from Pabbly Connect and set the trigger column.

Once you click ‘Submit’, the setup will be configured successfully. This integration allows Pabbly Connect to capture participant data entered in Google Sheets automatically, streamlining the reminder process.

4. Setting Up Email Reminders via Pabbly Connect

After establishing the connection, the next step is to set up email reminders using Pabbly Connect. You will add action steps to your workflow to send emails through Gmail. First, select ‘Delay by Pabbly’ as your action application to create a delay for when the reminders should be sent.

For the action event, choose ‘Add Delay Time’. Here, you will specify two delays: one for a day before the event and another for an hour before the event. Ensure that you input the correct date and time in UTC format to align with your event schedule.

Set the first delay to 30th September 2024 at 5:30 AM UTC. Set the second delay to 1st October 2024 at 4:30 AM UTC.

Once the delays are established, add another action step to send an email via Gmail. Choose ‘Send Email’ as your action event and map the recipient’s email address from the previous step. This setup ensures that reminders are sent automatically based on the delays you configured.

5. Testing Your Automation with Pabbly Connect

Now that your workflow is set up, it’s time to test the automation. Enter test participant details into your Google Sheets. As soon as you input the data, Pabbly Connect will capture the information and trigger the email reminders based on the configured delays.

Check your Gmail account to confirm that the reminder emails have been sent successfully. You should see two emails: one sent a day before the event and another sent an hour before. This confirms that your automation is working as intended.

By following these steps, you have successfully automated the process of sending event reminder emails using Pabbly Connect and Google Sheets. This integration not only saves time but also enhances participant engagement and satisfaction.

Conclusion

In this tutorial, we explored how to automate event reminder emails using Pabbly Connect and Google Sheets. By following the detailed steps, you can streamline your event management process and ensure participants receive timely reminders.