How to Send Lead Alerts on WhatsApp to Multiple Persons Using Pabbly Connect

Learn how to use Pabbly Connect to automate lead alerts on WhatsApp to multiple persons using a round robin assignment method. Follow this step-by-step tutorial!

Watch Step By Step Video Tutorial Below

1. Introduction to Sending Lead Alerts with Pabbly Connect

In this tutorial, we will learn how to send lead alerts on WhatsApp to multiple persons using Pabbly Connect. This process involves automating lead assignments to sales representatives in a round robin manner. The objective is to ensure that each new lead captured from a Google Form is sent to a designated team member sequentially.

To achieve this integration, we will utilize various applications such as Google Forms, WhatsApp Cloud API, and Pabbly Connect. This guide will provide a step-by-step approach to set up this automation effectively.

2. Setting Up Pabbly Connect for Google Forms Integration

To start, you need to access Pabbly Connect and create a new workflow. This involves signing into your Pabbly account and clicking on the ‘Create Workflow’ button. Name your workflow appropriately, such as ‘Send Google Forms Leads to Team on WhatsApp’. This will help you identify the automation later on.

Next, you will set up the trigger event. Select Google Forms as the application and choose the trigger event as ‘New Response’. This means that every time a new lead is submitted through the Google Form, the workflow will be activated. Follow these steps to connect Google Forms with Pabbly Connect:

• Copy the webhook URL provided by Pabbly Connect.
• Open your Google Form and navigate to the responses section.
• Access the linked Google Sheets and install the Pabbly Connect Webhooks add-on.
• Paste the webhook URL into the add-on settings and configure the trigger column.

After completing these steps, test the connection by submitting a dummy lead through your Google Form. This will ensure that the data is correctly sent to Pabbly Connect for further processing.

3. Configuring WhatsApp Cloud API for Lead Notifications

Once the Google Forms integration is set up, the next step is to configure the WhatsApp Cloud API. This will allow you to send the lead notifications to your sales team via WhatsApp. In Pabbly Connect, select WhatsApp Cloud API as the action app and choose the action event as ‘Send Template Message’.

To connect your WhatsApp Cloud API account, you will need to provide the following details:

• Token: Your permanent token generated from the WhatsApp Cloud API.
• Phone Number ID: This is found in your WhatsApp Cloud API settings.
• WhatsApp Business Account ID: Required to complete the connection.

After entering these details, test the connection to ensure it is working properly. This setup is crucial for sending lead alerts to your team members on WhatsApp.

4. Implementing Round Robin Lead Assignment with Pabbly Connect

Now that you have set up both Google Forms and WhatsApp Cloud API, it’s time to implement the round robin assignment logic. In Pabbly Connect, you will use the Number Formatter and Router features to create a sequential assignment system. Start by adding a Number Formatter and selecting the ‘Counter’ action event.

Configure the counter settings as follows:

Initial Value: Set to 1. Operation: Increment. Change By Value: 1. Reset After: Set to 3 (for three sales agents).

This configuration will enable the counter to cycle through the numbers 1, 2, and 3, representing each sales agent. Next, use the Router feature to create three conditions based on the counter’s output. Each condition will correspond to sending a message to a specific sales agent based on the counter value.

5. Testing and Finalizing the Automation in Pabbly Connect

After configuring the round robin assignment, it’s essential to test the entire workflow to ensure it functions as expected. Submit another dummy lead through the Google Form and observe how the lead is assigned to the sales agents. Each submission should trigger the counter and send the lead details to the appropriate agent via WhatsApp.

To finalize the automation, ensure that all connections are tested successfully. You can also clone the setup for future use or adjust settings as needed. Once everything is confirmed, you can close Pabbly Connect as the automation will run in the background, handling lead assignments seamlessly.

Conclusion

This tutorial demonstrated how to use Pabbly Connect to send lead alerts on WhatsApp to multiple persons using a round robin assignment method. By integrating Google Forms and WhatsApp Cloud API, you can automate lead distribution effectively, ensuring that your sales team can respond promptly to inquiries. Implement this automation to enhance your team’s efficiency and improve response times.