Automate Employee Leave Requests and Approvals via WhatsApp with Pabbly Chatflow

Learn how to automate employee leave requests and approvals via WhatsApp using Pabbly Chatflow and Pabbly Chatflow in this detailed tutorial. Discover practical methods for designing chat sequences that capture leads, answer questions, and guide users to the next step in your funnel.

Watch Step By Step Video Tutorial Below

1. Introduction to Pabbly Chatflow for Leave Automation

Pabbly Chatflow is a powerful tool that allows you to automate employee leave requests and approvals via WhatsApp. This integration streamlines communication and reduces manual effort for HR departments. By using Pabbly Chatflow, you can create a WhatsApp chatbot that automatically responds to employee queries regarding leave requests.

To get started, navigate to Pabbly Chatflow by visiting Pabbly.com/chatflow. Here, you can sign up for an account or log in if you are an existing user. Once logged in, you will access the dashboard where you can manage your WhatsApp numbers and create chatbots for various functions.

2. Creating the WhatsApp Bot with Pabbly Chatflow

To create a WhatsApp bot using Pabbly Chatflow, click on the ‘Add Flow’ button in your dashboard. This action will allow you to define the flow of the conversation your bot will have with employees. Start by naming your flow, such as ‘Automate Employee Leave Requests and Approvals via WhatsApp.’ This name will help you identify the purpose of the bot easily.

• Select a trigger event, such as keywords that will activate the bot.
• Add response options for different types of leave requests (e.g., sick leave, vacation leave).
• Connect your responses to the appropriate actions in the flow.

After setting up the initial flow, ensure you save your progress to avoid losing any configurations. This step is crucial as you build out the bot’s functionality.

3. Configuring Employee Data Collection

Once your bot is set up to respond to leave requests, it’s time to configure how it collects employee data. Using Pabbly Chatflow, you can seamlessly gather information such as the employee’s full name, email address, leave start date, and reason for leave. Each question can be configured as an ‘ask question’ action in your flow.

• Ask for the employee’s full name using a text input field.
• Request the email address in a similar manner to ensure proper communication.
• Collect leave start and end dates, as well as the reason for the leave.

Each response will be stored in the respective custom fields you create in Pabbly Chatflow. This structured data collection is vital for efficient processing of leave requests.

4. Integrating Google Sheets with Pabbly Connect

To store the collected employee data, you will need to integrate Google Sheets using Pabbly Connect. This step allows you to save all leave request details automatically without manual entry. First, create a new workflow in Pabbly Connect and select Pabbly Chatflow as the trigger application.

Next, set the action application to Google Sheets. You will need to map the fields from your Pabbly Chatflow bot to the corresponding columns in your Google Sheet. Ensure you have created a Google Sheet with columns for employee name, email, leave start date, end date, and reason for leave.

Copy the webhook URL from Pabbly Connect and paste it into your Pabbly Chatflow API request. Test the API request to ensure data is being sent correctly. Check your Google Sheet to confirm that data is being added as expected.

This integration ensures that all leave requests are logged systematically, making it easier for HR to track and manage employee leave.

5. Finalizing the WhatsApp Bot Flow

After successfully integrating Google Sheets with Pabbly Chatflow, finalize your WhatsApp bot flow by adding a thank you message. This message should acknowledge the employee’s leave request and inform them that their request is being reviewed.

Connect this final message to the last action in your flow, ensuring that it is the last interaction the employee has with the bot. Save your flow one last time to ensure all changes are updated. You can also share your flow with colleagues or friends by providing them with a share link.

With everything set up, your WhatsApp bot is ready to automate employee leave requests and approvals efficiently. This process not only saves time but also enhances the employee experience by providing immediate responses.

Conclusion

In conclusion, using Pabbly Chatflow for automating employee leave requests via WhatsApp streamlines HR processes significantly. By integrating with Google Sheets through Pabbly Connect, all employee data is collected and stored efficiently. This automation reduces manual work and improves communication between HR and employees.