Auto-Send Calendly Appointment Alerts Using WhatsApp

Learn how to automate WhatsApp appointment alerts from Calendly using Pabbly Connect. Follow our step-by-step guide to streamline your appointment reminders. Follow this definitive guide to creating powerful automated workflows with straightforward, efficiency-focused solutions that save valuable time.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Appointment Alerts

To begin automating WhatsApp appointment alerts, first access Pabbly Connect by visiting the official website. If you’re a new user, you can sign up for a free account, which provides 100 free tasks every month. If you already have an account, click on the sign-in button to access your dashboard.

Once logged in, navigate to the dashboard of Pabbly Connect. Here, you can create a new workflow by selecting the ‘Create Workflow’ button. Choose to create from scratch and select the workflow builder that suits your preference, either the new beta version or the classic version.

2. Setting Up the Trigger with Calendly

In this step, you will set up the trigger application, which is Calendly. Click on the ‘Add Trigger’ button and search for Calendly. Select it as your trigger application. For the event, choose ‘New Invitee Created’ to ensure your workflow activates whenever a new appointment is booked in Calendly.

• Select ‘New Invitee Created’ as the event.
• Click ‘Connect’ to establish a connection with Calendly.
• Choose ‘Add New Connection’ if this is your first setup.

After connecting, you will need to select your organization and user details. Once done, click on ‘Save and Send Test Request’ to verify the connection. This allows Pabbly Connect to receive data from Calendly whenever a new appointment is scheduled.

3. Sending WhatsApp Alerts via Pabbly Connect

After setting up the trigger, the next step is to send WhatsApp alerts. Add a new action step by clicking on the ‘+’ button, then search for the WhatsApp Cloud API. Choose ‘Send Text Message’ as your action event to send a reminder to your clients.

• Select ‘Send Text Message’ as the action event.
• Connect to WhatsApp by adding your access token and phone number ID.
• Map the recipient’s phone number from the previous step.

This setup ensures that every time a new appointment is created in Calendly, Pabbly Connect will trigger a WhatsApp message to the client, reminding them of their upcoming appointment.

4. Formatting Date and Time for Alerts

To ensure the date and time are readable, you will need to format these details before sending them in the WhatsApp message. Add a new step using the Date and Time Formatter application in Pabbly Connect. Choose the appropriate formatting options to convert the date into a user-friendly format.

Map the date received from Calendly into the Date and Time Formatter. Specify the original format and the desired output format. This process will help in crafting a clear message that includes the appointment details in a readable format for the client.

5. Delaying Alerts Before Sending

Finally, to customize the timing of your alerts, add a delay step in Pabbly Connect. Use the Delay by Pabbly feature to set the alert to be sent 24 hours before the scheduled appointment. This ensures clients receive their reminders at the right time.

In this step, select ‘Delay Until’ and input the calculated date and time that is 24 hours prior to the appointment. This will involve mapping the date from the previous Date and Time Formatter step and adjusting it accordingly.

With this delay set, your workflow is now complete. Whenever a new appointment is scheduled, Pabbly Connect will automatically send a WhatsApp reminder to the client, ensuring they are informed well in advance.

Conclusion

Using Pabbly Connect, you can seamlessly automate WhatsApp appointment alerts from Calendly, ensuring that your clients never miss their appointments. By following these steps, you can enhance communication and improve client satisfaction.