Watch Step By Step Video Tutorial Below





Setting Up Pabbly Connect for Automation

To start automating appointment bookings and reminders, first access Pabbly Connect. If you’re new, sign up at Pabbly’s website. Once registered, you’ll receive 100 free tasks monthly to explore the platform.

After logging in, navigate to the dashboard of Pabbly Connect. Here, you can manage all automation workflows. Click on the ‘Create Workflow’ button to begin.

Creating Your Automation Workflow with Pabbly Connect

In this section, we will create a new workflow using Pabbly Connect. Select the option to create from scratch. Name your workflow, for example, “Automate Appointment Bookings, Follow-Ups, and Reminders on WhatsApp”.

After naming your workflow, choose the folder where you want to save it. Click on the ‘Create’ button. This will bring you to the trigger setup where you need to select Calendly as your trigger application.

  • Click on ‘Connect’ to link your Calendly account.
  • Select the event type you want to trigger, such as “Invitee Created”.
  • Test the connection to ensure it’s working.

Once connected, you can proceed to set up the response format, ensuring you receive the necessary data from Calendly.

Booking Confirmation via WhatsApp with Pabbly Connect

After setting up the trigger in Pabbly Connect, the next step is to confirm the booking through WhatsApp. This is achieved by using Pabbly Connect to send automated messages.

To do this, select Pabbly Chartflow as your action application. Choose the action event as “Send Text Message”. Connect your Pabbly Chartflow account and enter the API token to authenticate.

  • Map the recipient’s WhatsApp number from the Calendly response.
  • Compose your message, including details like appointment date and time.
  • Click ‘Save and Send Request’ to send the confirmation.

This ensures that the customer receives a WhatsApp message confirming their appointment immediately after booking.

Setting Up Appointment Reminders with Pabbly Connect

Next, we will set up a reminder for appointments using Pabbly Connect. This is crucial for reducing missed appointments. First, select the Date and Time Formatter application to adjust the timing.

Choose the action event as “Add and Subtract Time”. Map the appointment start time received from Calendly, and specify that you want to subtract one hour from this time for the reminder.

  • Enter the expression as “-1 hours” to set the reminder time.
  • Select the correct date format to ensure accuracy.
  • Click ‘Save and Send Request’ to finalize the setup.

This will ensure that a reminder is sent out automatically one hour before the scheduled appointment.

Finalizing Your Workflow with Pabbly Connect

In the final steps, you will use Pabbly Connect again to send the reminder message via WhatsApp. Select the same action application, Pabbly Chartflow, and choose “Send Text Message” as the action event.

Map the recipient’s WhatsApp number and compose a personalized reminder message. Make sure to include the user’s name and appointment details for a personal touch.

Once everything is set up, enable the workflow toggle to ensure your automation is active. This will allow the entire process to run smoothly without manual intervention.

Conclusion

Using Pabbly Connect, you can automate appointment bookings, follow-ups, and reminders seamlessly. This integration with Calendly and WhatsApp enhances customer experience and reduces missed appointments, making your workflow efficient.