Automate Your QR Attendance System with Pabbly Connect

Learn how to automate your QR attendance system using Pabbly Connect, integrating Google Forms, WhatsApp Cloud API, and more for seamless attendance tracking. Learn to create powerful connections between your critical applications without requiring specialized programming knowledge or extensive technical background.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for QR Attendance

To automate your QR attendance system, the first step is to access Pabbly Connect. Start by creating a free account on the Pabbly Connect website. Once registered, log in to reach your dashboard where you can easily manage your automation workflows.

From the dashboard, click on the ‘Create Workflow’ button. Here, you can name your workflow something like ‘Automate QR Attendance System’. This name will help you identify the workflow later. After naming it, click on the ‘Create’ button to proceed to the workflow setup screen.

2. Connecting Google Forms as a Trigger in Pabbly Connect

In this step, you’ll set Google Forms as the trigger application within Pabbly Connect. Since the attendance form will be submitted through Google Forms, select it as your trigger application. In the trigger events, choose the option labeled ‘New Response Received’. This will allow the workflow to start whenever there is a new submission.

After selecting Google Forms, you will receive a webhook URL. This URL is crucial as it will connect your Google Sheets to Pabbly Connect. You will need to paste this URL into your Google Sheets add-on for Pabbly Connect. To do this, go to your Google Sheets, click on ‘Extensions’, then ‘Pabbly Connect Webhooks’, and select ‘Initial Setup’. Here, paste the webhook URL you obtained earlier.

3. Configuring Google Sheets for Attendance Tracking

Once you have set up the webhook in Google Sheets, it’s time to configure your attendance tracking. This involves linking your Google Form responses to a spreadsheet where attendance data will be stored. Ensure your form collects necessary details such as employee name, designation, and ID number.

After setting up the form and linking it to the spreadsheet, you can test the integration by submitting a sample response. This will send the data to Pabbly Connect and verify that everything is functioning correctly. Make sure to refresh your spreadsheet and check if the data appears as expected.

• Ensure the Google Sheets add-on for Pabbly Connect is installed.
• Paste the webhook URL in the Initial Setup section.
• Test the integration by submitting a sample response.

After confirming that the data is captured correctly, your Google Sheets will now serve as the backend for tracking attendance automatically through Pabbly Connect.

4. Sending Notifications via WhatsApp Cloud API

The next step in the automation process involves sending notifications to managers via WhatsApp when an employee is late. For this, you will need to set up the WhatsApp Cloud API in Pabbly Connect. This requires connecting your WhatsApp business number to the API.

To integrate WhatsApp, search for the WhatsApp Cloud API in Pabbly Connect and select the action event as ‘Send Template Message’. You will need to provide your API token, phone number ID, and business account ID to establish this connection. Once connected, you can create a message template that will be sent when an employee marks attendance late.

• Connect your WhatsApp business number to the Cloud API.
• Select ‘Send Template Message’ as the action event.
• Map the employee’s name in the message template to personalize notifications.

After configuring the WhatsApp integration, you will be able to send automated messages to the appropriate managers whenever there’s a late attendance entry, streamlining your attendance management process through Pabbly Connect.

5. Finalizing Your QR Attendance Automation with Pabbly Connect

In the final step, ensure that your workflow is properly set up to handle incoming data and send notifications as intended. Test the entire process by submitting a response through the QR code and checking if the WhatsApp notification is triggered correctly.

Once confirmed, your QR attendance system will be fully automated. Employees can scan the QR code, fill out the attendance form, and if they are late, the managers will receive a notification automatically via WhatsApp. This seamless integration of Google Forms, Google Sheets, and WhatsApp Cloud API through Pabbly Connect enhances operational efficiency.

Remember, this automation only needs to be set up once, and it will run continuously, ensuring that attendance is tracked accurately without manual intervention.

Conclusion

Automating your QR attendance system using Pabbly Connect is a straightforward process that enhances efficiency. By integrating Google Forms, Google Sheets, and WhatsApp Cloud API, you can streamline attendance tracking and notifications effectively.