How to Create Offer Letters in Bulk & Send to Employees Automatically Using Pabbly Connect

Learn how to automate the creation and sending of offer letters using Pabbly Connect with Google Sheets and Gmail. Step-by-step tutorial included. Discover hidden automation capabilities within your existing tools. This guide shows you how to connect your essential applications and permanently eliminate redundant manual processes.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Automation

To create offer letters in bulk and send them automatically, you will first need to set up Pabbly Connect. Start by signing up for a free account on Pabbly Connect. Once logged in, navigate to the dashboard to create a new workflow.

Click on the blue button labeled ‘Create Workflow’. Name your workflow, for example, ‘Create Offer Letters in Bulk and Send to Employees’. This will set the stage for the integration between Google Sheets and Gmail using Pabbly Connect.

2. Integrating Google Sheets with Pabbly Connect

The next step is to integrate Google Sheets with Pabbly Connect. In the trigger section, select ‘New or Updated Spreadsheet Row’. This means that whenever new employee data is added to Google Sheets, it will trigger the automation.

• Select the Google Sheets application.
• Choose the appropriate spreadsheet containing employee data.
• Identify the trigger column, which will be the last data entry column.

Once you have set this up, copy the webhook URL provided by Pabbly Connect and proceed to your Google Sheets. Click on Extensions, then on Pabbly Connect Webhooks, and finally, on Initial Setup to paste the webhook URL. This will establish the connection between your Google Sheets and Pabbly Connect.

3. Creating Offer Letters in Google Docs

After setting up the Google Sheets integration, the next step is to create the offer letters using a Google Docs template. In Pabbly Connect, add an action step and select ‘Create Document from Template’. This allows you to use a pre-defined template for generating offer letters.

Connect your Google Docs account to Pabbly Connect and select the offer letter template you created earlier. You can map the variables such as employee name, designation, and salary from the Google Sheets data into the document. This ensures that each offer letter is customized for each employee.

4. Sending Offer Letters via Gmail

Once the offer letter is created, the next step is to send it via Gmail. In Pabbly Connect, add another action step and select the Gmail application. Here, you will configure the email settings to send the offer letter to the respective employee’s email address.

• Map the recipient email address from the Google Sheets data.
• Compose the email subject and body, including a link to the offer letter.
• Attach the offer letter PDF generated earlier.

Finally, test the email sending process to ensure that the offer letters are being sent correctly to each employee. This step is crucial to confirm that the integration works seamlessly through Pabbly Connect.

5. Automating the Entire Process

Once you have tested the individual steps, you can automate the entire process to send offer letters to all employees in bulk. In your Google Sheets, go to Extensions, select Pabbly Connect Webhooks, and click on ‘Send All Data’. This will trigger the automation to create and send offer letters for all employees listed in the sheet.

As the automation runs, you will see the offer letters being generated in your Google Drive folder. Each employee will receive their respective offer letter via email without any manual intervention, thanks to Pabbly Connect. This feature saves time and ensures accuracy in sending out offer letters.

Conclusion

Using Pabbly Connect, you can efficiently create and send offer letters in bulk from Google Sheets to Gmail. This automation not only streamlines the process but also reduces the chances of errors, making it a valuable tool for HR departments.

By following the detailed steps outlined in this tutorial, you can set up a seamless integration that enhances productivity and ensures timely communication with new employees.