Streamline Grievance Handling: Automate Google Forms with Google Chat using Pabbly Connect

Learn how to automate employee grievance handling by integrating Google Forms and Google Chat using Pabbly Connect. Step-by-step tutorial included. 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 Grievance Automation

To streamline grievance handling, the first step is to access Pabbly Connect. This platform allows you to integrate various applications without needing coding skills. You can sign up for a free account at the Pabbly website, where new users receive 100 free tasks monthly.

Once you have your account, log in and navigate to the dashboard. Here, you can create workflows that connect Google Forms and Google Chat. This integration will ensure that whenever an employee submits a grievance through Google Forms, their response is automatically sent to your HR team via Google Chat.

2. Creating a Workflow in Pabbly Connect

To create a workflow in Pabbly Connect, click on the ‘Create Workflow’ button in the dashboard. You will be prompted to name your workflow. For this automation, name it ‘Automate Grievance Forms with Google Forms and Google Chat’ and select the appropriate folder for organization.

• Click on ‘Create’ to initiate the workflow.
• Select Google Forms as the trigger application.
• Choose ‘New Response Received’ as the trigger event.

After setting the trigger, Pabbly Connect will provide a webhook URL that you will need to use in Google Forms to link the two applications. This URL acts as a bridge, allowing data to flow from Google Forms to Pabbly Connect.

3. Linking Google Forms to Pabbly Connect

To link Google Forms with Pabbly Connect, copy the provided webhook URL and go to your Google Forms. In the Form responses section, click on ‘Link to Sheets’ to create a new spreadsheet for storing responses. Make sure to select the option to create a new spreadsheet.

Once the spreadsheet is created, you need to go to the Google Sheets Add-ons menu and install the Pabbly Connect Webhooks add-on. After installation, refresh the spreadsheet to see the new options. Set up the initial configuration by entering the webhook URL and specifying the trigger column (e.g., F for problem description) that will send data to Pabbly Connect.

4. Sending Grievance Responses to Google Chat

After successfully linking Google Forms and Google Sheets, the next step is to send the grievance responses to Google Chat. In Pabbly Connect, select Google Chat as the action application and choose ‘Create Message’ as the action event. You will need to provide the chat webhook URL, which can be obtained from your Google Chat space settings.

• Navigate to Google Chat and create a new webhook under Apps and Integrations.
• Copy the webhook URL and paste it into Pabbly Connect.
• Map the message fields to include employee name, department, grievance details, and suggestions.

Once you have mapped the fields correctly, test the integration to ensure that messages are sent to Google Chat whenever a new grievance is submitted. This integration allows for real-time updates to your HR team, ensuring prompt attention to employee grievances.

5. Testing and Finalizing the Integration

After setting up the workflow in Pabbly Connect, it is crucial to test the entire process. Submit a test grievance through the Google Form and check if the response appears in Google Sheets. Then, verify that the message is sent to the Google Chat space as expected. This ensures that the integration is functioning correctly and that your HR team receives timely notifications.

If everything works as intended, you can finalize your setup. From now on, every time an employee submits a grievance form, the details will be automatically sent to your Google Chat space, streamlining the grievance handling process. This automation saves time and improves communication within your HR team.

Conclusion

In this tutorial, we explored how to streamline grievance handling by automating Google Forms and Google Chat using Pabbly Connect. By following these steps, organizations can ensure efficient communication regarding employee grievances, enhancing the overall HR process.