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Automatically Schedule & Send Meeting Links via Email

Watch Step By Step Video Tutorial Below

1. Overview of Scheduling Meetings with Pabbly Connect

Scheduling meetings manually can be time-consuming and inefficient. With Pabbly Connect, you can automate this process. This tutorial will guide you through integrating Google Forms, Google Calendar, and Gmail using Pabbly Connect.

By automating these tasks, you ensure a smoother experience for both you and your customers. This integration allows automatic meeting link creation and email notifications without manual effort.

2. Setting Up Google Forms for Meeting Requests

The first step in this automation is to create a Google Form where users can submit their meeting requests. This form will act as the trigger for the Pabbly Connect workflow.

Create a new Google Form and add fields like name, email, and preferred meeting date.
Ensure the form is linked to a Google Sheet to store responses.

Once the form is ready, you can proceed to set up the integration with Pabbly Connect. This will allow you to capture responses automatically and trigger the next steps in your workflow.

3. Integrating Google Sheets with Pabbly Connect

After creating your Google Form, the next step is to integrate it with Google Sheets using Pabbly Connect. This integration will capture the form submissions as new entries in your Google Sheet.

To do this, follow these steps:

Open your Google Sheet linked to the form.
Go to Extensions > Add-ons > Get add-ons and search for Pabbly Connect Webhook.
Install the add-on and set up the webhook URL from Pabbly Connect.

Once integrated, any new form submission will automatically create a new row in your Google Sheet, which will be the trigger for the next action in your workflow.

4. Creating Google Calendar Events through Pabbly Connect

Now that your Google Sheet is set up, the next step is to create a Google Calendar event using Pabbly Connect. This event will generate a Google Meet link for the scheduled meeting.

To create the event, follow these steps:

Select Google Calendar as your action application in Pabbly Connect.
Choose the ‘Create Detailed Event’ option.
Map the fields from your Google Sheet, such as meeting title, date, and time.

Once you save this action, a Google Meet link will be generated automatically for each meeting request, streamlining your scheduling process significantly.

5. Sending Email Notifications via Gmail

The final step in the workflow is to send email notifications to your customers using Gmail through Pabbly Connect. This ensures that they receive their meeting details promptly.

To set this up, follow these steps:

Select Gmail as your action application in Pabbly Connect.
Choose the ‘Send Email’ option.
Map the recipient’s email address and include the meeting link in the email body.

After saving this action, your customers will receive an email confirmation with the meeting link each time they fill out the form. This completes the automation process, ensuring a seamless experience for both you and your clients.

Conclusion

In this tutorial, we explored how to use Pabbly Connect to automate meeting scheduling by integrating Google Forms, Google Calendar, and Gmail. This process not only saves time but also enhances communication and efficiency. By following these steps, you can streamline your scheduling workflow effortlessly.