Learn how to automate sending exam results to WhatsApp using Pabbly Connect and Google Sheets. Step-by-step guide for seamless integration. Eliminate manual repetitive tasks from your workflow. Discover proven automation methods with intuitive steps designed for efficiency-minded professionals.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To start automating the process of sending exam results via WhatsApp, the first step is to access Pabbly Connect. Open a new tab and visit the Pabbly Connect website. Here, you will see options to sign in or sign up for free, allowing you to explore the platform’s features.

If you are a new user, click on the ‘Sign Up for Free’ button to create an account. This grants you access to 100 free tasks every month, enabling you to test out the automation process right away. Existing users can simply sign in to access their dashboard.

2. Creating a Workflow in Pabbly Connect

Once logged into Pabbly Connect, the next step is to create a new workflow. Click on the ‘Create Workflow’ button and select the ‘Create from Scratch’ option. Name your workflow something descriptive, like ‘Send Exam Results to WhatsApp Instantly’.

After naming your workflow, choose the appropriate folder to save it. Click the ‘Create’ button, and you will be directed to the workflow editor. This is where you will set up the automation process, starting with the trigger and action integrations.

3. Setting Up the Trigger with Google Sheets

In this step, you will set up the trigger application in Pabbly Connect. Select Google Sheets as your trigger application and choose the event as ‘New or Updated Spreadsheet Row’. This means that every time a new result is added to your Google Sheets, it will initiate the workflow.

Click on the ‘Connect’ button, and a webhook URL will be generated. This URL acts as a bridge between Google Sheets and Pabbly Connect. Copy the webhook URL and proceed to your Google Sheets to set up the integration.

  • Open your Google Sheets and go to Extensions > Add-ons > Get Add-ons.
  • Search for ‘Pabbly Connect Webhooks’ and install it.
  • Refresh your Google Sheets and go to Extensions > Pabbly Webhooks > Initial Setup.

Paste the copied webhook URL in the provided field and set the trigger column to the final data column where the results will be entered, such as column F. Click ‘Submit’ to save your settings, ensuring the connection is configured successfully.

4. Sending Results via WhatsApp

Now that the trigger is set up, it’s time to configure the action step to send messages via WhatsApp using Pabbly Connect. Select the WhatsApp Cloud API as your action application and choose the event ‘Send Template Message’. This allows you to send personalized messages to students based on their results.

To proceed, you need to create a connection between the WhatsApp Cloud API and Pabbly Connect. Enter your API token, phone number ID, and WhatsApp business account ID. These details are essential for authenticating your WhatsApp account with Pabbly Connect.

  • Map the phone number field to the phone number received from Google Sheets.
  • Select the message template you created earlier for exam results.
  • Fill in the variables in the template with the corresponding data from Google Sheets.

After mapping all the necessary fields, click on the ‘Save and Send Test Request’ button to test the workflow. If everything is set up correctly, you should receive a WhatsApp message with the exam results sent to the designated student.

5. Testing and Activating the Workflow

After configuring the action step, it’s crucial to test the entire workflow in Pabbly Connect. Add a new student’s details in your Google Sheets, including their name, phone number, class, and result status. This should trigger the automation and send a WhatsApp message to the specified number.

Once the new data is entered, check your WhatsApp to confirm that the message has been received. The message will contain the student’s name, role number, grade, and status, indicating that the automation is functioning correctly.

With this setup, every time you add a new student’s result to Google Sheets, the corresponding WhatsApp message will be sent automatically, streamlining the communication process for your coaching institute.

Conclusion

In this tutorial, we demonstrated how to automate sending exam results to WhatsApp using Pabbly Connect. By integrating Google Sheets and WhatsApp, you can efficiently notify students of their results without manual effort. This automation saves time and enhances communication.

Ensure you check out Pabbly Connect to create business automation workflows and reduce manual tasks. Pabbly Connect currently offer integration with 2,000+ applications.