Watch Step By Step Video Tutorial Below





1. Access Pabbly Connect for Lead Management

To automate your lead management system, start by accessing Pabbly Connect. Navigate to the Pabbly website and click on the ‘Sign Up Free’ button if you are a new user. This gives you access to 100 free tasks monthly, allowing you to explore automation capabilities.

Once logged in, you will see the dashboard of Pabbly Connect. From here, you can create folders to organize your workflows. Click on the ‘Create Workflow’ button to initiate your lead management system setup.

2. Create a New Workflow in Pabbly Connect

In Pabbly Connect, you can create your workflow either from scratch or by using AI. For this tutorial, click on ‘Create Using AI’. Enter the title and use case, such as “Auto-create Airtable records from forms”.

After entering your title, you will see the structure of your workflow being generated. The first step is selecting the trigger from Google Forms. Choose “New Response Received” as your trigger. Next, select “Create Record” for Airtable as your action step.

  • Select “Send Email” as the Gmail action.
  • Click on “Approve and Create” to finalize the workflow setup.

This establishes the basic structure of your workflow, which you can now customize further in Pabbly Connect.

3. Integrate Google Forms with Pabbly Connect

Next, you will integrate Google Forms with Pabbly Connect. Open your Google Form and click on the “Connect” button within the Pabbly interface. This will create a connection between your Google Forms and Pabbly Connect.

After successfully connecting, you will receive a webhook URL. Copy this URL and go back to your Google Form. Click on “Responses”, then “View in Sheets” to link your form to a Google Sheet.

  • If not linked, choose “Link to Sheet” to create a new spreadsheet.
  • Select your existing spreadsheet and click “Select”.

This integration ensures that every new response in the Google Form is automatically sent to your Google Sheet, which Pabbly Connect will then capture as a new response.

4. Set Up Airtable Integration in Pabbly Connect

To create a record in Airtable, navigate to the Airtable action step in Pabbly Connect. Click “Connect” to establish a connection with your Airtable account. If prompted, grant access to allow Pabbly Connect to manage your Airtable data.

Once connected, select your base and table within Airtable where you want to store the data. You’ll need to fill in the required fields using mapping to ensure dynamic data transfer. For example, map fields like name, email, and subscription plan from the Google Form response.

  • Use the slash button to select values from the dropdown.
  • Ensure all fields are mapped correctly before saving.

Click on “Save and Send Test Request” to confirm that the record has been created successfully in Airtable. This integration is crucial for maintaining an organized lead management system.

5. Send Confirmation Email via Gmail

Finally, set up the Gmail action in Pabbly Connect to send a confirmation email to the user. Click on the “Connect” button to establish a new connection with your Gmail account.

Fill in the details for the email, including sender name and email address. For the recipient’s email address, map the email field from the Google Form submission. Enter a subject like “Your Subscription is Confirmed” and customize the email content as needed.

  • Map customer details into the email content for personalization.
  • Click on “Save and Send Test Request” to send a test email.

Once the email is sent successfully, your lead management system is fully automated. Now, every time a new customer fills out the form, their details will be captured in Airtable, and they will receive a confirmation email, all thanks to Pabbly Connect.

Conclusion

In this tutorial, we demonstrated how to automate your lead management system using Pabbly Connect. By integrating Google Forms, Airtable, and Gmail, you can ensure timely follow-ups and organized management of leads. This streamlined process enhances customer communication and improves your overall efficiency.