Automate Sending Exam Results via WhatsApp Using Pabbly Connect and Google Sheets

Learn how to automate sending exam results on WhatsApp using Pabbly Connect and Google Sheets in this detailed tutorial. Discover how to seamlessly connect your essential tools through accessible instructions that make powerful automation available to professionals at every skill level.

Watch Step By Step Video Tutorial Below

1. Access Pabbly Connect for Automation

To start automating the process of sending exam results through WhatsApp, first visit Pabbly Connect. This platform allows you to integrate various applications seamlessly, including Google Sheets and WhatsApp Cloud API. Go to your browser and search for ‘Pabbly.com/connect’ to create an account.

Once on the Pabbly Connect homepage, click on ‘Sign Up Free’ to create a new account or ‘Sign In’ if you already have one. After logging in, you will reach the Pabbly Connect dashboard where you can create a new workflow for sending exam results via WhatsApp.

2. Create a Workflow in Pabbly Connect

After accessing the Pabbly Connect dashboard, click on the ‘Create Workflow’ button. Name your workflow, for example, ‘Google Sheets to WhatsApp’, and click ‘Create’. This sets up a new workflow where you can define the trigger and action for your automation.

In this workflow, you’ll have two key windows: the trigger window and the action window. The trigger window will be used to fetch data from Google Sheets, which contains the exam results, while the action window will send WhatsApp messages using the WhatsApp Cloud API. This is where Pabbly Connect shines by allowing seamless data transfer between these applications.

3. Set Up the Trigger to Fetch Data from Google Sheets

In the trigger window, select ‘Schedule’ to determine when the workflow should run. Choose the option to run it once and set the specific date and time you want the exam results sent. For instance, you might set it for July 20, 2022, at 10 AM. Click ‘Save and Test Request’ to schedule your workflow.

Next, scroll down to the action window and select ‘Google Sheets’. Choose the action event ‘Get Rows’ and connect your Google Sheets account to Pabbly Connect. After connecting, select the spreadsheet containing the exam results and the specific sheet (e.g., ‘Sheet1’). Specify the data range, such as ‘A2:E’, to fetch the relevant student data without including headers. Finally, turn off the simple response button and click ‘Save and Send Test Request’.

• Select the Google Sheets app in Pabbly Connect.
• Choose ‘Get Rows’ as the action event.
• Connect your Google Sheets account.
• Specify the spreadsheet name and data range.

After successfully fetching the data, you will receive a response containing all the student details in an array format, ready for processing.

4. Process Each Student’s Data Using Iterator

To send messages to each student, you need to process the fetched data. Click on ‘Add Action Step’ and select ‘Iterator’ in Pabbly Connect. This will help you iterate through each student’s data one by one. After selecting the iterator, you will see the array response from the previous step. Click ‘Save and Send Test Request’ to confirm that the iterator is working correctly.

With the iterator set up, Pabbly Connect will now handle each student’s data individually. This means that each student’s name, class, and exam results will be processed sequentially, allowing for personalized WhatsApp messages to be sent out. This step is crucial for ensuring that the correct information reaches each student.

5. Send WhatsApp Messages with Exam Results

Now that you have processed each student’s data, it’s time to send the WhatsApp messages. Click on ‘Add Action Step’ again and select ‘WhatsApp Cloud API’. Choose the action event ‘Send Template Message’ and connect your WhatsApp Cloud API account to Pabbly Connect. You will need to enter your WhatsApp account details, including the token, phone number ID, and WhatsApp Business Account ID.

Once connected, select the template you created for sending exam results. Map the necessary fields such as the recipient’s mobile number and the dynamic fields for the student’s name, class, percentage, and result status. Finally, click ‘Save and Send Test Request’ to send the messages. You will receive a confirmation response indicating that the messages have been successfully sent.

• Connect your WhatsApp Cloud API account.
• Select the exam results template for your message.
• Map the dynamic fields for personalized messages.
• Click ‘Save and Send Test Request’ to send the messages.

By following these steps, you will have successfully automated the process of sending exam results to students via WhatsApp using Pabbly Connect. This not only saves time but also ensures that each student receives their results promptly and accurately.

Conclusion

In this tutorial, we explored how to automate sending exam results to students via WhatsApp using Pabbly Connect and Google Sheets. By following the steps outlined, you can streamline communication and enhance efficiency in your educational institution. Utilize Pabbly Connect for seamless integrations and automation in your workflows.