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

Learn how to automate WhatsApp reminders for booked Calendly appointments using Pabbly Connect. Follow this step-by-step tutorial for seamless integration. Discover hidden automation capabilities within your existing tools. This guide shows you how to connect your essential applications and permanently eliminate redundant manual processes.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Integrating Calendly and WhatsApp

To send WhatsApp reminders for booked Calendly appointments, first, access Pabbly Connect. You can do this by visiting the Pabbly Connect homepage and signing in or signing up for a free account. This platform allows you to create automated workflows without any coding skills.

After signing in, you will be directed to the dashboard. Here, you can create a new workflow by clicking on the ‘Create Workflow’ button. Make sure to name your workflow appropriately, such as ‘Send WhatsApp Reminder for Calendly Appointment’. This will help you identify it easily later on.

2. Setting Up Trigger Event in Pabbly Connect

In this step, you will set up the trigger event in Pabbly Connect. The trigger will be based on new appointments booked in Calendly. Select Calendly as your trigger application and choose the ‘Invite Created’ event. This event will trigger the workflow whenever a new appointment is scheduled.

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

Once connected, you will need to save and send a test request to ensure that the connection is successful. This step is crucial as it allows Pabbly Connect to capture the necessary data from Calendly for the upcoming actions.

3. Delaying the Reminder Message

After setting up the trigger, the next step involves delaying the reminder message to ensure it is sent 30 minutes before the scheduled appointment. In Pabbly Connect, you will add a delay action. This is done by selecting the ‘Add Delay’ option after formatting the datetime.

• Select ‘DateTime Formatter’ to format the date.
• Choose ‘Add or Subtract Time’ and enter ‘-30 minutes’.
• Then select ‘Delay Until’ and map the formatted date.

This delay will ensure that the reminder message is sent right before the appointment time, providing both the host and client ample notice. Utilizing Pabbly Connect for this step is essential for automating the timing of the reminder.

4. Sending WhatsApp Reminders to Host and Client

Once the delay is set, the next step is to send WhatsApp reminders to both the host and client. In Pabbly Connect, select WhatsApp Cloud API as your action application. Choose the ‘Send Text Message’ option to configure the message details.

For the client, you will map the client’s phone number and create a personalized message. The message should include the name of the client and details about the appointment. After setting this up, repeat the process for the host’s message, ensuring to customize it appropriately.

Map the client’s phone number for the WhatsApp message. Create a reminder message including appointment details. Repeat for the host’s message with relevant details.

By using Pabbly Connect, both messages will be sent automatically at the designated time, ensuring that both parties are reminded of the upcoming event.

5. Finalizing the Workflow in Pabbly Connect

After setting up the messages, you will finalize the workflow in Pabbly Connect. Ensure all steps are correctly configured and test the workflow to verify that reminders are sent as expected. You can do this by scheduling a test appointment in Calendly and checking if both the host and client receive their WhatsApp messages.

Once confirmed, you can save the workflow and it will be ready for live use. This automation will save time and ensure that no appointments are forgotten, enhancing communication between clients and hosts.

With Pabbly Connect, you can easily manage this process and even expand it to include more applications in the future, making your workflow even more efficient.

Conclusion

Using Pabbly Connect to send WhatsApp reminders for booked Calendly appointments streamlines communication. This automation ensures timely reminders to both host and client, enhancing overall efficiency.