How to Setup Leave Management System and Send Leave Approvals via Email Using Pabbly Connect

Learn how to integrate Google Forms and Gmail for leave management using Pabbly Connect. Automate leave approvals and notifications effortlessly. Master proven automation processes with practical implementation examples and strategic recommendations you can apply immediately in your workflow.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Leave Management

To set up a leave management system using Pabbly Connect, you first need to access the platform. Go to Pabbly.com and select Connect from the menu. If you don’t have an account, you can sign up for free, which includes 100 free tasks to practice your workflows.

Once logged in, you’ll see the dashboard. Click on Pabbly Connect to access the integration options. This is where you will create a new workflow to automate leave approvals via email.

2. Creating a Workflow in Pabbly Connect

Now that you are in Pabbly Connect, the next step is to create a new workflow. Click on Create New Workflow and name it appropriately, such as Leave Approval System. Select Google Forms as the trigger application.

• Choose New Response Received as the trigger event.
• Connect your Google account to Pabbly Connect.
• Select the specific Google Form you are using for leave applications.

After setting the trigger, proceed to set the action to Gmail. This will enable automatic email notifications based on the leave status.

3. Integrating Google Sheets with Pabbly Connect

After creating the workflow, you need to connect your Google Sheets to Pabbly Connect. When a new response is received in Google Forms, it automatically populates the linked Google Sheet.

To integrate, go to your Google Sheet, click on Extensions, and select Pabbly Connect Webhooks. If you don’t see this option, install the webhook add-on from the Google Workspace Marketplace.

• Copy the webhook URL from Pabbly Connect.
• In Google Sheets, go to Initial Setup of the Pabbly Connect Webhooks and paste the URL.
• Set the trigger column to the last column of your spreadsheet.

After setting this up, submit a test response in the Google Form to ensure the data flows into your Google Sheet and is captured by Pabbly Connect.

4. Sending Leave Approvals via Gmail

With the Google Sheets integration complete, the next step is to set up Gmail to send leave approval emails. In Pabbly Connect, add a new action step and select Gmail as the application.

Choose Send Email as the action event and connect your Gmail account. In the email setup, you will specify the recipient’s email, subject, and body content. Use the data mapped from the Google Sheets to personalize the messages.

Map the recipient email from the Google Sheets data. Set the subject to Leave Status. Compose the email body, including the leave dates and approval status.

This setup ensures that every leave request submitted through Google Forms will automatically trigger an email response to the employee, making the process efficient and streamlined.

5. Testing and Optimizing Your Leave Management System

Once you have configured both Google Forms and Gmail in Pabbly Connect, it’s essential to test the workflow. Submit a leave request through the Google Form and check if the corresponding entry appears in Google Sheets.

After confirming the data transfer, monitor your Gmail for the approval email. Make adjustments in the email content or conditions based on the feedback from employees to optimize the system further.

For continuous improvement, consider adding conditions for different leave types or notifications for HR managers. This will enhance the functionality of your leave management system.

Conclusion

In this tutorial, we explored how to set up a leave management system using Pabbly Connect to integrate Google Forms and Gmail. By automating leave approvals via email, you can streamline HR processes and save valuable time. Implement this system to enhance your organization’s efficiency in managing leave requests.