Automate Appointment Cancellations with Pabbly Connect: Google Sheets and Calendly Integration

Learn how to automate appointment cancellations using Pabbly Connect to delete entries in Google Sheets when appointments are canceled via Calendly. Implement the precise methodologies leading organizations use to automate repetitive tasks, illustrated with practical examples designed for immediate application.

Watch Step By Step Video Tutorial Below

1. Access Pabbly Connect to Start Integration

To automate appointment cancellations, first access Pabbly Connect by navigating to pabby.com/connect. This is where you will set up the integration between Calendly and Google Sheets.

Once on the Pabbly Connect page, you can either sign in or sign up for a free account. Signing up will provide you with 100 free tasks every month, allowing you to practice workflows. After signing in, you can create a new workflow specifically for managing appointment cancellations.

2. Creating a Workflow for Appointment Cancellations

In Pabbly Connect, create a new workflow by clicking on the ‘Create Workflow’ button. Name your workflow something descriptive, like ‘Cancel Appointments Automatically’. This will help you identify it later. using Pabbly Connect

Next, you will set up the trigger event. For this integration, select Calendly as the trigger application. Choose the event ‘Invitee Cancelled’. This ensures that the workflow will activate whenever an appointment is canceled in Calendly.

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

After connecting, you will need to provide your Calendly API key. This can be found in the integrations section of your Calendly account. Once you paste the API key and save, you can test the connection to ensure it works properly.

3. Setting Up Google Sheets for Deletion of Entries

After successfully setting up the trigger in Pabbly Connect, the next step is to set up the action to delete entries from Google Sheets. Select Google Sheets as the action application.

You will need to choose the event ‘Lookup Spreadsheet Row’ to find the appropriate entry to delete. Connect your Google Sheets account and select the sheet that contains your appointment data. Make sure to specify the lookup column, which should be the Invitee ID column.

• Select Google Sheets as the action application.
• Choose the event ‘Lookup Spreadsheet Row’.
• Connect your Google Sheets account and specify the sheet.

Once the sheet is selected, map the Invitee ID from the Calendly response to the lookup value in Google Sheets. This allows Pabbly Connect to identify which row to delete based on the canceled appointment.

4. Performing the Deletion of Appointment Entries

After identifying the row to delete, the next step in Pabbly Connect is to perform the deletion. You will need to add another action step and select Google Sheets again, this time choosing the ‘Delete Row’ event.

In the setup for the delete action, you will input the row number that needs to be deleted. This number should correspond to the row identified in the previous step. Make sure to subtract one from the row index returned by the lookup step, as the delete function requires the previous row number.

Select Google Sheets and choose the ‘Delete Row’ event. Input the row number minus one for deletion. Test the action to ensure the row is deleted successfully.

Once you have set this up, you can test the entire workflow by canceling an appointment in Calendly. If set up correctly, the corresponding entry in Google Sheets will be automatically deleted.

5. Testing the Integration for Success

To ensure everything is functioning as intended, it’s crucial to test your integration. Cancel an appointment in your Calendly account and observe the results in Google Sheets. If Pabbly Connect is set up correctly, the appointment entry should be removed automatically. using Pabbly Connect

After canceling an appointment, you should see a confirmation in Pabbly Connect that the appointment has been canceled and the corresponding row in Google Sheets has been deleted. This confirms that the integration is successful and working seamlessly.

By automating this process, you save time and reduce manual errors in managing your appointment data. You can now focus more on providing quality care rather than administrative tasks.

Conclusion

In this tutorial, we explored how to use Pabbly Connect to automate the deletion of appointment entries in Google Sheets when a patient cancels their appointment via Calendly. This integration streamlines your workflow and saves time, allowing you to focus on more important tasks.

With Pabbly Connect, you can effectively manage your appointment data without the hassle of manual updates. Start using this powerful automation tool today to enhance your efficiency!