Integrating Slack and Gmail with Pabbly Connect for Calendly Bookings

Learn how to automate Slack notifications and Gmail confirmations for Calendly bookings using Pabbly Connect in this detailed tutorial. 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 Integration

To start integrating Slack and Gmail for Calendly bookings, you will first need to access Pabbly Connect. This platform enables you to automate workflows between various applications seamlessly. Once logged in, navigate to the dashboard and click on the ‘Create Workflow’ button.

Here, give your workflow a suitable name, such as ‘Send Slack Messages and Reminder Emails on Calendly Booking’. Click on ‘Create’ to set up your workflow. You will see a blank canvas with options for triggers and actions, which are essential for your automation.

2. Setting Up Calendly as the Trigger Application

The first step in your automation is to set Calendly as the trigger application. Choose Calendly from the list of applications in Pabbly Connect. The event you want to trigger is ‘Invite Created’, which occurs whenever a new booking is made.

• Select Calendly from the application list.
• Choose the event ‘Invite Created’.
• Connect your Calendly account to Pabbly Connect.

Once connected, you will need to perform a test booking in Calendly to capture the data. This ensures that Pabbly Connect can retrieve the necessary information for the next steps in your workflow.

3. Sending Slack Notifications via Pabbly Connect

After successfully setting up the trigger, the next action will be to send a notification to your Slack channel. Select Slack as the action application in Pabbly Connect and choose the event ‘Send Channel Message’.

To connect Slack, you will need to authorize Pabbly Connect to access your Slack account. Once connected, you can customize the message that will be sent to your team. This message can include details such as the customer’s name, email, and the appointment date.

• Choose the Slack channel where notifications will be sent.
• Map the data fields from Calendly to include in the message.
• Test the Slack notification to ensure it is working correctly.

Once the Slack notification is set up, you can proceed to send a confirmation email to the customer.

4. Sending Gmail Confirmations Using Pabbly Connect

The next step is to set up Gmail to send confirmation emails to customers. Choose Gmail as the action application in Pabbly Connect and select the event ‘Send Email’. Connect your Gmail account to Pabbly Connect to enable email sending.

For the email, you will need to enter the recipient’s email address, which can be mapped from the data received from Calendly. Customize the email subject and body to confirm the booking and include relevant details such as the appointment date.

Once you have configured the email settings, send a test email to ensure that everything is functioning as expected. This step is crucial for confirming that the customer receives the necessary information about their booking.

5. Setting Up Reminder Emails with Pabbly Connect

Finally, to enhance your automation, you can set up reminder emails to be sent before the appointment date. This is done by using the ‘DateTime Formatter’ feature in Pabbly Connect to subtract two days from the appointment date.

After calculating the reminder date, you will set up another Gmail action to send the reminder email. This email will inform the customer about their upcoming appointment, ensuring they are prepared.

To do this, you need to configure the delay until the reminder date and then send the email using the same Gmail connection. This way, you ensure that the reminder is sent automatically without manual intervention.

Conclusion

Using Pabbly Connect to automate notifications and confirmations between Slack, Gmail, and Calendly streamlines your workflow significantly. This integration not only saves time but also enhances communication with your team and clients. By following these steps, you can create efficient automated workflows that keep everyone informed and engaged.