How to Send an Email Automatically When QR Code is Scanned Using Pabbly Connect

Learn how to automate email sending when a QR code is scanned using Pabbly Connect with Google Forms and Gmail integration. 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. Setting Up Pabbly Connect for QR Code Automation

To automate sending emails when a QR code is scanned, you will first need to set up Pabbly Connect. This tool allows you to integrate various applications seamlessly. Start by signing up for a free account on the Pabbly Connect website. After signing up, log in to your dashboard to begin creating your workflow.

Once on the dashboard, click on the ‘Create Workflow’ button. You can name your workflow something relevant, such as ‘QR Code Email Automation’. This will help you identify it later. After naming your workflow, click the ‘Create’ button to proceed to the workflow setup page.

2. Setting Up the Trigger with Google Forms

The next step in your automation process involves setting up the trigger using Google Forms. In Pabbly Connect, select Google Forms as your trigger application. The specific trigger event you need to choose is ‘New Response Received’. This event will activate your workflow whenever someone submits a response through your Google Form.

• Search and select Google Forms as the trigger application.
• Choose ‘New Response Received’ as the trigger event.
• Copy the webhook URL provided by Pabbly Connect for the next steps.

After setting the trigger, follow the instructions to connect your Google Form with Pabbly Connect. Open your Google Form in an incognito window to avoid account conflicts, then navigate to the connected Google Sheets spreadsheet. You need to install the Pabbly Connect Webhooks add-on from the Extensions menu. Once installed, configure it by pasting the webhook URL and specifying the trigger column where the responses will be recorded.

3. Testing the Trigger with Sample Data

Now that your trigger is set up, it’s time to test it. To do this, fill out the Google Form with some sample data. Make sure to include an email address, as this is essential for the email automation. After submitting the form, Pabbly Connect will capture the response data, which will be displayed on your workflow page.

To verify that the data is correctly captured, check the response section in your Pabbly Connect workflow. You should see the details you just submitted, including the email address, name, and location. This confirms that the trigger is functioning correctly and ready to send emails automatically.

4. Configuring the Action to Send Emails via Gmail

The final step involves setting up the action to send emails using Gmail. In Pabbly Connect, select Gmail as your action application and choose the ‘Send Email’ action event. Click on the ‘Connect’ button to establish a connection with your Gmail account.

• Select Gmail as the action application.
• Choose ‘Send Email’ as the action event.
• Map the recipient’s email address from the previous step.

After connecting your Gmail account, fill in the email subject and body. You can personalize the email by mapping the name of the person who submitted the form. Additionally, if you want to include any attachments, paste the shareable link from your Google Drive into the attachment field. Finally, save the configuration and send a test email to ensure everything is working as intended.

5. Finalizing the Automation Workflow

Once you have tested the email sending functionality and confirmed that the email is received correctly, your automation is complete. With Pabbly Connect, this entire process will run automatically. Whenever someone scans your QR code and fills out the Google Form, an email will be sent to them with the relevant information.

To finalize, make sure to enable the workflow in Pabbly Connect. This will ensure that all future submissions will trigger the automation seamlessly. You can now share your QR code with others, knowing that their details will be captured, and they will receive your email automatically.

Conclusion

In this tutorial, we demonstrated how to use Pabbly Connect to automate email sending when a QR code is scanned. By integrating Google Forms and Gmail, you can streamline your communication process effectively. This automation saves time and ensures that your business information reaches your audience promptly.