Automate Employee Onboarding Emails with Pabbly Connect and AI Agent

Learn how to automate employee onboarding emails using Pabbly Connect, Google Sheets, and AI Agent step by step without coding. Explore efficient methods for automating routine tasks with clear, concise instructions suited for both newcomers and experienced professionals.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To automate employee onboarding emails, first, you need to access Pabbly Connect. Open your browser and type Pabbly.com/connect. This will take you to the homepage of Pabbly Connect where you can either sign in as an existing user or sign up for free if you are new.

Upon signing up, you will receive 100 free tasks every month, allowing you to explore the platform’s features. Once logged in, click on the ‘Access’ button to enter the dashboard of Pabbly Connect. Here, you can create workflows to automate various tasks, including employee onboarding emails.

2. Creating a Workflow in Pabbly Connect

Now that you are in the Pabbly Connect dashboard, click on the ‘Create Workflow’ option. You will be prompted to name your workflow. Enter a name like ‘Automate Employee Onboarding Emails Using AI Agent’ and select a folder for organization.

• Select an appropriate folder for your workflow.
• Click on the ‘Create’ button to set up the workflow.

Your new workflow will be blank. In this setup, you will define a trigger and action. The trigger will be the event that starts the workflow, while the action will be the task performed as a response. This is where Pabbly Connect shines, allowing you to automate tasks without any coding.

3. Setting Up the Trigger with Google Sheets

For this automation, the trigger application will be Google Sheets. Select Google Sheets as your trigger application and choose the trigger event as ‘New Row Added’. This means that every time a new row is added to your sheet, the workflow will activate.

To link Google Sheets with Pabbly Connect, you will receive a webhook URL. Copy this URL and go to your Google Sheets. From the menu, select ‘Extensions’ and then ‘Add-ons’. Install the Pabbly Connect Webhooks add-on if you haven’t done so already.

• Paste the webhook URL in the add-on settings.
• Select the trigger column where the new data will be added.

After completing this setup, every new row added in your Google Sheets will automatically trigger the workflow in Pabbly Connect.

4. Configuring the AI Agent to Generate Emails

Next, you will set up the action step using OpenAI as your AI agent. In Pabbly Connect, select OpenAI as the action application and choose the action event as ‘Generate Content’. This will allow you to create personalized onboarding emails based on the data received from Google Sheets.

Before connecting, ensure you are logged into your OpenAI account. Click on ‘Add New Connection’ and input your OpenAI API key. Once connected, you can define the model to use for generating content, such as GPT-4.

Set up the prompt for the AI to generate an email. Map the details from Google Sheets to the prompt, ensuring dynamic content is used for each email.

This setup ensures that every time a new employee is onboarded, a personalized email will be generated automatically, showcasing the power of Pabbly Connect in streamlining the onboarding process.

5. Sending Emails via Gmail

Finally, you will set up Gmail to send the generated emails. In Pabbly Connect, add an action step and select Gmail as the application. Choose the action event as ‘Send Email’. Connect your Gmail account if you haven’t already done so.

In the action setup, map the recipient’s email address, subject, and body content that you received from the OpenAI step. Ensure that the email content is dynamic by mapping the fields correctly.

Set the sender name as your company name. Click on ‘Save and Send Test Request’ to send a test email.

This final step will ensure that every new onboarding email is sent automatically via Gmail, showcasing the seamless integration capabilities of Pabbly Connect with various applications.

Conclusion

In this tutorial, we explored how to automate employee onboarding emails using Pabbly Connect, Google Sheets, and an AI agent. By following these steps, you can streamline the onboarding process, saving time and ensuring personalized communication for new employees.