How to Send WhatsApp Reminders for Booked Calendly Appointments Using Pabbly Connect

Learn how to automate WhatsApp reminders for Calendly appointments using Pabbly Connect. Step-by-step guide for host and client notifications. 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

Accessing Pabbly Connect for WhatsApp Reminders

To start sending WhatsApp reminders for booked Calendly appointments, you need to access Pabbly Connect. This platform allows you to automate the process without any coding skills. Simply visit the Pabbly Connect homepage and either sign in or create a new account if you are a first-time user.

Once logged in, click on the ‘Create Workflow’ option. You will be prompted to name your workflow. For this case, name it ‘Send Reminder Message on WhatsApp for Calendly Appointment’. After naming it, select the folder where you wish to save this workflow and proceed to create it.

Setting Up Trigger and Action in Pabbly Connect

In Pabbly Connect, the automation process works on a trigger and action basis. For this integration, select Calendly as the trigger application. The specific trigger event will be ‘Invite Created’. This means that whenever a new appointment is scheduled in Calendly, it will trigger the workflow.

After selecting the trigger event, click on ‘Connect’ to establish a connection with your Calendly account. Once connected, you will need to select the organization name and username associated with your Calendly account. Click on ‘Save and Send Test Request’ to ensure that the connection is successful.

• Select Calendly as the trigger application.
• Choose ‘Invite Created’ as the trigger event.
• Connect to your Calendly account.

Once you have successfully connected Calendly, proceed to test the connection by booking a dummy appointment. This will allow Pabbly Connect to capture the response, which is essential for the next steps.

Formatting Date and Time for Reminder

After capturing the appointment details in Pabbly Connect, the next step is to format the date and time for sending the reminder. You want to send the reminder 30 minutes before the scheduled appointment. To do this, select ‘Date Time Formatter’ as the action application.

Choose the option to ‘Add or Subtract Time’. Here, you will map the start date received from the previous step and enter ‘-30 minutes’ to subtract from the scheduled appointment time. This will format the date to the required time for sending reminders.

• Select ‘Date Time Formatter’ as the action application.
• Map the start date from the previous step.
• Enter ‘-30 minutes’ to subtract time.

Once the date is formatted, you can proceed to delay the workflow until the new time. This ensures that reminders are sent out at the correct time, effectively managing the appointment notifications.

Sending WhatsApp Messages to Host and Client

Now that you have set up the trigger and formatted the time, it’s time to send the WhatsApp reminders using Pabbly Connect. Select ‘WhatsApp Cloud API’ as the action application. Choose the action event as ‘Send Text Message’ to send the reminder to both the client and the host.

When setting this up, you need to enter the phone number of the recipient and the message you want to send. For the client, the message could be, ‘Dear [Client Name], this is a friendly reminder of your upcoming appointment scheduled today.’ For the host, the message could be, ‘Hello, just a quick reminder that your appointment is scheduled for today in 30 minutes.’ Make sure to map the names and phone numbers dynamically.

Select ‘WhatsApp Cloud API’ as the action application. Map the client’s phone number and name in the message. Send the same message format to the host.

By following these steps, both the client and the host will receive their respective WhatsApp reminders 30 minutes before their scheduled appointment. This ensures that everyone is well-informed and prepared for the meeting.

Conclusion

In summary, using Pabbly Connect allows you to automate the process of sending WhatsApp reminders for booked Calendly appointments effectively. By setting up triggers and actions, you can ensure timely notifications for both clients and hosts, enhancing communication and scheduling efficiency.