Automate Employee Onboarding with Pabbly Chatflow and Pabbly Connect

Learn how to automate employee onboarding using Pabbly Chatflow and Pabbly Chatflow for seamless integration with Google Sheets and WhatsApp. This detailed guide shows you how to build powerful chat automation that engages visitors and converts prospects—without any coding required.

Watch Step By Step Video Tutorial Below

1. Access Pabbly Chatflow to Create Your WhatsApp Chatbot

To automate employee onboarding, the first step is to access Pabbly Chatflow. Simply go to the URL Pabbly.com/chatflow to reach the landing page. Here, you will see options to either sign in or sign up for free if you are a new user.

Once signed in, you will be directed to the dashboard of Pabbly Chatflow. This is where you can add your WhatsApp number by clicking on the ‘Add WhatsApp Number’ button. You can connect using WhatsApp Connect or Manual Token Connect, depending on your preference.

2. Create a WhatsApp Chatbot using Pabbly Chatflow

After accessing Pabbly Chatflow, you need to create a flow for your WhatsApp chatbot. Click on the ‘Flows’ option in the sidebar and then select the ‘Add Flow’ button. Name your flow, for example, ‘Automate Employee Onboarding’.

• Choose a trigger event, such as ‘Keyword Rejects Match’.
• Enter keywords that will initiate the chatbot, like ‘new employee’.
• Set up the welcome message and buttons for user interaction.

With these settings, your chatbot will respond automatically when users send a message, creating an efficient onboarding experience.

3. Collect Employee Information via Pabbly Chatflow

Once the chatbot is set up, you can begin collecting essential employee information. When a user selects the ‘Submit Documents’ button, the chatbot will ask for the full name, email address, phone number, department, joining date, and ID proof.

To implement this, you will use the ‘Ask Question’ action in Pabbly Chatflow. This allows the chatbot to ask specific questions, and you can map these responses to custom fields for easy tracking.

• Ask for the full name and map it to the ‘Full Name’ custom field.
• Collect the email and map it accordingly.
• Continue collecting all required information through sequential questions.

This structured approach ensures that all necessary data is gathered effectively.

4. Integrate Google Sheets with Pabbly Connect

After collecting the employee information through Pabbly Chatflow, the next step is to integrate this data with Google Sheets using Pabbly Connect. This integration allows for automatic saving of collected information.

To set this up, you will create a workflow in Pabbly Connect. Click on ‘Create Workflow’ and choose the Google Sheets app. Set the action event to ‘Add New Row’ to ensure that new employee data is added to your spreadsheet.

Connect your Google account to allow access. Map the fields from Pabbly Chatflow to the corresponding columns in Google Sheets. Test the connection to ensure data flows correctly.

This integration allows for seamless data management and employee onboarding.

5. Finalize Your Chatbot Flow in Pabbly Chatflow

With the integration set, you can now finalize your chatbot flow in Pabbly Chatflow. This includes adding a status fallback message to confirm successful submissions and providing company information.

To enhance user experience, you can also include media options, such as a PDF document with company information. Drag and drop the media option into your flow and upload the document.

Once everything is set up, click the save button to finalize your flow. Now, your chatbot is ready to assist new employees with onboarding and ensure their information is captured accurately in Google Sheets.

Conclusion

By using Pabbly Chatflow and Pabbly Connect, you can automate employee onboarding effectively. This integration streamlines communication and data collection, ensuring a smooth onboarding process for new employees.