Automated Leave Management System Setup with Pabbly Connect

Learn how to set up an automated leave management system using Pabbly Connect, Google Sheets, and WhatsApp. Step-by-step tutorial included. This comprehensive guide reveals exactly how to connect your applications and automate repetitive tasks — accessible for professionals of all technical backgrounds.

Watch Step By Step Video Tutorial Below

1. Introduction to Automated Leave Management System with Pabbly Connect

Setting up an automated leave management system can streamline HR processes significantly. In this tutorial, we will utilize Pabbly Connect to integrate Google Sheets and WhatsApp, allowing for efficient leave requests and approvals. This approach eliminates the need for manual tracking and enhances communication between employees and HR.

The integration will ensure that whenever an employee submits a leave request through a form, the details are automatically recorded in Google Sheets, and notifications are sent via WhatsApp. This automation not only saves time but also reduces errors associated with manual entries.

2. Creating the Automation Workflow in Pabbly Connect

To begin, open your browser and navigate to Pabbly Connect. If you’re a new user, create an account for free to get started. After signing in, you will reach the dashboard where you can create a new workflow. Click on the ‘Create Workflow’ button and name it ‘Leave Request Automation’.

Next, you will set up the trigger event. Select Pabbly Form Builder as the application and choose the ‘New Form Submission’ event. This allows Pabbly Connect to listen for submissions made through your leave request form. Make sure to copy the webhook URL provided and paste it into your Pabbly Form Builder integration settings.

3. Integrating Google Sheets with Pabbly Connect

Once the form is set up, the next step is to connect Google Sheets to Pabbly Connect. Select Google Sheets as your action application and choose the ‘Add New Row’ action event. This will allow you to log each leave request into a designated Google Sheet.

When prompted, connect your Google account and select the specific spreadsheet where you want to store the leave requests. Map the fields from the form submission to the corresponding columns in your Google Sheet, ensuring that all necessary information such as name, department, leave dates, and reason are included.

• Choose the correct spreadsheet to log leave requests.
• Map form fields to the corresponding columns in Google Sheets.
• Test the connection to ensure data is logged correctly.

After mapping the fields, save and send a test request to check if the data appears in your Google Sheet. This confirms that your integration is functioning properly.

4. Sending Notifications via WhatsApp Using Pabbly Connect

With Google Sheets integrated, the next step is to send notifications to HR via WhatsApp when a leave request is submitted. For this, select the ‘WhatsApp Cloud API’ as the action application in Pabbly Connect. Connect your WhatsApp Cloud API account to enable messaging.

Once connected, you need to create a message template that includes dynamic fields. This template will notify HR of the new leave request, including the employee’s name, department, leave dates, and reason. Make sure to map these fields correctly in the message body to personalize the notifications.

• Create a WhatsApp message template for leave notifications.
• Map dynamic fields to include specific leave request details.
• Test the message sending to verify if notifications are received.

After setting up the WhatsApp notifications, perform a test submission of the leave form to ensure that HR receives the notification as expected.

5. Approving Leave Requests and Sending Responses

The final step in this automation is to handle the approval or rejection of leave requests. This is done by monitoring the Google Sheet for updates in the approval status column. Whenever HR enters ‘approved’ or ‘rejected’, Pabbly Connect will trigger a response.

To set this up, create a new workflow in Pabbly Connect that triggers on updates to the Google Sheet. Use the ‘New or Updated Spreadsheet Row’ as the trigger event. Based on the approval status, set up conditions to send appropriate messages via WhatsApp and email to the employee.

Set conditions for approval and rejection messages based on the status column. Map the employee’s WhatsApp number and email for response notifications. Test the workflow to ensure responses are sent correctly.

This setup ensures that employees are promptly informed about their leave request status, enhancing communication and efficiency within the HR process.

Conclusion

In conclusion, using Pabbly Connect, you can effectively automate your leave management system by integrating Google Sheets and WhatsApp. This system simplifies the leave request process, improves communication, and saves valuable time for HR teams. Implementing these steps will lead to a more organized and efficient workflow for managing employee leave requests.