Notify Sales Team About New Leads via WhatsApp using Pabbly Connect

Learn how to notify your sales team about new leads via WhatsApp using Pabbly Connect. This step-by-step tutorial covers integration with Google Forms and WhatsApp Cloud API.

Watch Step By Step Video Tutorial Below

1. Setting Up Pabbly Connect for Notifications

To notify your sales team about new leads, you first need to set up Pabbly Connect. This platform allows seamless integration between Google Forms and WhatsApp Cloud API, automating the notification process. Begin by visiting the Pabbly Connect dashboard at Pabbly.com/connect and sign up for a free account.

Once you log in, create a new workflow by clicking on the ‘Create Workflow’ button. Name your workflow something descriptive, such as ‘Notify Sales Team About New Leads via WhatsApp’. This will help you identify the workflow easily later on. After naming your workflow, click the ‘Create’ button to proceed.

2. Configuring Google Forms as a Trigger in Pabbly Connect

In this step, you will configure Google Forms as the trigger application in Pabbly Connect. Select Google Forms from the list of applications and choose the trigger event as ‘New Response Received’. This event will activate whenever a new lead fills out your Google Form.

• Select Google Forms as the trigger application.
• Choose ‘New Response Received’ as the trigger event.
• Copy the provided webhook URL.
• Install the Pabbly Connect Webhooks add-on in Google Sheets.
• Set up the webhook URL in your Google Sheets.

After setting up the trigger, make sure to test it by sending a test response through your Google Form. This will ensure that the integration is functioning correctly and that Pabbly Connect can receive the lead data.

3. Setting Up WhatsApp Notifications for Leads

Once the Google Forms trigger is configured, the next step is to set up WhatsApp notifications. In the action step of Pabbly Connect, select WhatsApp Cloud API and choose the action event ‘Send Template Message’. This allows you to send pre-defined messages to your sales team via WhatsApp.

Before sending messages, ensure that you have set up your WhatsApp Cloud API correctly. You will need to provide your permanent access token, phone number ID, and business account ID. These details can be obtained from your WhatsApp Cloud API setup in the Meta for Developers portal.

• Select WhatsApp Cloud API as the action application.
• Choose ‘Send Template Message’ as the action event.
• Enter the required API credentials.
• Select the appropriate message template for notifications.

After configuring these settings, test the WhatsApp message to verify that your sales team receives the lead notifications correctly. This integration will save time and streamline communication, allowing your team to respond to leads quickly.

4. Implementing Round Robin Lead Assignment

To ensure that leads are assigned fairly among your sales team, implement a round-robin assignment system using Pabbly Connect. First, add a Number Formatter action step to your workflow. This will help you keep track of which team member should receive the next lead.

Set the initial value of the counter to 1, and configure it to reset after reaching the total number of sales team members. For example, if you have three team members, set the counter to reset after 3. This way, the first lead goes to the first team member, the second to the second, and so on.

Add a Number Formatter action to your workflow. Set the initial value to 1. Configure the counter to increment by 1. Reset the counter after reaching the final value (number of team members).

This round-robin system ensures that leads are distributed evenly, preventing any single team member from being overloaded with inquiries. It enhances team productivity and ensures timely follow-ups with potential clients.

5. Finalizing the Integration and Testing

After setting up the round-robin assignment, finalize your workflow in Pabbly Connect by creating routes for each team member. Use the router feature to create separate paths for each sales team member based on the counter’s value. This ensures that leads are sent to the correct team member’s WhatsApp account.

For each route, configure the WhatsApp message to include the lead details dynamically. Map the lead’s name, email, and other relevant information from the Google Forms response. This personalization will help your team engage with leads more effectively.

Create separate routes for each team member using the router feature. Map lead details to the WhatsApp message template dynamically. Test the entire workflow to ensure proper functionality.

Once tested successfully, your automation will be live. Whenever a new lead fills out your Google Form, the details will be sent automatically to the assigned team member on WhatsApp, streamlining your lead management process.

Conclusion

In conclusion, using Pabbly Connect to notify your sales team about new leads via WhatsApp is a powerful way to enhance lead management. By integrating Google Forms and WhatsApp Cloud API, you can automate notifications, implement round-robin assignments, and ensure timely follow-ups. This process not only saves time but also improves team productivity.