How to Automate Employee Onboarding for Companies via WhatsApp with Pabbly Chatflow

Learn how to automate employee onboarding using Pabbly Chatflow and WhatsApp. This detailed tutorial covers step-by-step integration processes. Build conversational workflows that guide visitors toward conversion with dynamic, branching dialogs that respond intelligently to user input.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Chatflow for Employee Onboarding

To automate employee onboarding via WhatsApp, start by accessing Pabbly Chatflow. Visit the Pabbly Chatflow homepage and sign in or create a new account if you are a first-time user.

Once logged in, you will see the dashboard, where you can manage your WhatsApp integrations. Make sure to connect your WhatsApp number with Pabbly Chatflow for seamless communication.

2. Creating a WhatsApp Chatbot Using Pabbly Chatflow

Next, you can create a WhatsApp chatbot specifically for employee onboarding. Click on the ‘Add a Flow’ button in the Pabbly Chatflow dashboard to start building your chatbot. using Pabbly Connect

• Select a name for your flow, such as ‘Automate Employee Onboarding’.
• Set up the trigger for your chatbot, which will be based on specific keywords from the user.
• Design the flow of conversation by adding question nodes and response templates.

After designing the chatbot, save your flow. This setup will allow the chatbot to respond to employee inquiries automatically, enhancing the onboarding experience.

3. Setting Up Employee Questions in Pabbly Chatflow

In this section, you will configure the questions that your chatbot will ask new employees. Use the action type ‘Question Node’ to prompt users for their full name, contact number, and department. using Pabbly Connect

For example, the first question might be ‘What is your full name?’. After the user responds, the bot should ask for their contact number and department. Each of these questions can be customized in Pabbly Chatflow.

• Ensure that each question is linked to a custom field in Pabbly Chatflow for data collection.
• Set validation rules to ensure correct data entry from employees.

By following this structured approach, you will gather all necessary information from new hires efficiently.

4. Uploading Required Documents via Pabbly Chatflow

Another critical part of the onboarding process is document submission. Your WhatsApp chatbot should guide employees to upload necessary documents like ID proof and signed contracts. using Pabbly Connect

In Pabbly Chatflow, utilize the ‘Ask Media’ action type to prompt users to upload their documents. For instance, you can ask, ‘Please upload your ID proof to proceed.’ This step ensures that all documentation is collected digitally.

After the documents are uploaded, the bot should confirm receipt and provide an acknowledgment message to the employee, reinforcing a smooth onboarding experience.

5. Sending a Personalized Welcome Message

Finally, after all information and documents are collected, it’s time to send a personalized welcome message to the new employee. In Pabbly Chatflow, you can create a message template that includes the employee’s name and a warm welcome. using Pabbly Connect

For example, the message could say, ‘Welcome, [Full Name]! You are now successfully onboarded. We are excited to have you on the team!’ This personal touch enhances the onboarding experience and makes new hires feel valued.

Once you have set up this final step, ensure to save your flow in Pabbly Chatflow. This comprehensive setup will automate the entire employee onboarding process via WhatsApp.

Conclusion

Automating employee onboarding via WhatsApp using Pabbly Chatflow streamlines the entire process. By following the steps outlined, you can create an efficient onboarding experience that welcomes new hires effectively.