How to Automate QR Attendance System with Pabbly Connect

Learn how to automate your QR attendance system using Pabbly Connect and Google Forms. Step-by-step guide for seamless integration and notifications. 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. Create Google Form for Attendance Using Pabbly Connect

To automate your QR attendance system, the first step is to create a Google Form. This form will collect attendance data from employees. In this process, Pabbly Connect will play a crucial role in integrating the form submissions with other applications.

In the Google Form, include fields such as name, department, and employee ID. This allows employees to submit their attendance easily. After creating the form, generate a QR code that links to it, enabling quick access for your team members.

2. Generate QR Code for Google Form Attendance

Once your Google Form is ready, generating a QR code is essential for easy access. This QR code will direct employees to the form for attendance marking. Here’s how to create it: using Pabbly Connect

• Click on the ‘Create QR’ button in your QR code generator.
• Select ‘Website URL’ and paste the shortened URL of your Google Form.
• Customize the QR code color and style as desired.

After customization, click on ‘Continue’ to generate the QR code. Employees can now scan this QR code to access the attendance form directly.

3. Set Up Pabbly Connect for Attendance Automation

Next, we will set up Pabbly Connect to automate the attendance notifications. This involves creating a workflow in Pabbly Connect that triggers when a new form submission is received. Start by logging into your Pabbly Connect account and creating a new workflow.

In the workflow, select Google Forms as the trigger app and choose the event ‘New Response Received’. This will allow Pabbly Connect to capture the responses from your Google Form automatically. After setting this up, you will receive a webhook URL from Pabbly Connect, which you need to link back to your Google Form.

4. Connect Google Sheets with Pabbly Connect

Google Forms responses are stored in a Google Sheet, which we will connect to Pabbly Connect. This step is crucial for tracking attendance submissions. To do this, navigate to the responses tab in your Google Form and click on ‘Link to Sheets’. Create a new spreadsheet to save the responses.

Once your Google Sheet is created, go to the ‘Extensions’ menu, select ‘Add-ons’, and install Pabbly Connect Webhook. After installation, refresh your Google Sheet and set up the initial configuration by pasting the webhook URL you received from Pabbly Connect. Specify the trigger column where data will be entered, typically the last column of your sheet.

5. Set Up WhatsApp Notifications for Late Attendance

To notify administrators of late attendance, we will set up a WhatsApp notification through Pabbly Connect. After receiving the form submission, use the Text Formatter in Pabbly Connect to split the timestamp and check if the submission time is after 10:15 AM.

If the submission is late, add a filter step in Pabbly Connect, specifying that if the time is greater than 10:15 AM, a WhatsApp message should be sent. For this, connect to a WhatsApp service provider like Wati, enter your API endpoint and access token, and set up the message template to include details of the late submission.

Finally, test the entire workflow by submitting a sample attendance form and checking if the WhatsApp notification is received correctly. This confirms that your automation is functioning as intended.

Conclusion

In this tutorial, we explored how to automate a QR attendance system using Pabbly Connect. By integrating Google Forms, Google Sheets, and WhatsApp notifications, you can streamline attendance tracking efficiently. With this setup, you can easily monitor attendance and receive timely notifications for late submissions.