connecting Google calendar to Email and whatsapp

[Tokyorob77]

Hi Pabbly Team,

I’m trying to set up an automation where a new Google Calendar event (for a private class at my business) automatically triggers a confirmation email and two reminders:

1. An email 24 hours before the class
2. A WhatsApp message 2 hours before the class

I’ve connected Google Calendar successfully and I can see events being pulled through. However, I’m struggling to get the automation to send both the email and the WhatsApp messages at the correct times — especially the delayed steps.

Here’s what I’m aiming to do:

• Trigger: A new event is added to Google Calendar
• Action 1: Send confirmation email immediately
• Action 2: Send reminder email 24 hours before
• Action 3: Send WhatsApp message 2 hours before the class

I’ve tried using the Delay Until feature with the event’s start time, but I’m not sure if I’m formatting the delay correctly or mapping the fields properly.

Can someone help me troubleshoot this or walk me through the best way to structure the workflow?
I'm using Gmail (SMTP) for email and Twilio for WhatsApp.

Thank you in advance — I really appreciate your help!

 

[ArshilAhmad]

Hi @Tokyorob77,

Could you please share the Workflow URL where you have this concern?

 

[Tokyorob77]

this? - https://connect.pabbly.com/workflow/mapping/IjU3NjYwNTZiMDYzZjA0MzA1MjY0NTUzNjUxM2Ei_pc

 

[Preeti Paryani]

this? - https://connect.pabbly.com/workflow/mapping/IjU3NjYwNTZiMDYzZjA0MzA1MjY0NTUzNjUxM2Ei_pc

Yes, this is the workflow URL we were referring to. However, the one you’ve shared currently contains only two steps — the Google Calendar trigger and the Trello action, which also appears to be not configured correctly.

Could you please add the steps the way you were initially trying to set them up? This will help us review your configuration in detail and guide you accurately on whether any adjustments are needed.

Looking forward to your update so we can assist you further.

 

[Tokyorob77]

hi there, i have set up the google to email prompt. do you have a video to help set this up. as its not working.
Thank you

 

[ArshilAhmad]

We have added the Date/Time Formatter and Delay steps to your workflow. You can now add the email to be sent 24 hours before the event start time, as well as a WhatsApp action step to send a message 2 hours before the class.

Please note that Google Calendar has a trigger interval of 24 hours, which means Pabbly Connect checks for new events in your Google Calendar once every 24 hours. If a new event is found, your workflow will be triggered accordingly. However, due to this 24-hour trigger interval, it may cause issues with the use case you are trying to achieve.

We can reduce the trigger interval to 10 minutes on paid plans.

 

[Tokyorob77]

hi there, Thank you for your great help. So if i add a customer 24 hours or less it may not work? Most customers are added a week before. Is this ok?

 

[Tokyorob77]

do you have any videos on how to add Twillo. I would like to add it so the customer receives a whatsapp or sms

 

[Preeti Paryani]

Hello @Tokyorob77,

Yes, that's correct. Since the trigger time for your current workflow is set to 24 hours, any customer you add will only be captured in the workflow after that period.

However, most of your customers being added a week in advance should work fine with this setup.

If needed, you can reduce the trigger interval to as low as 10 minutes, but this option is available only on our paid plans. Once you feel confident that Pabbly suits your needs, you can consider upgrading to a paid plan to enable faster trigger checks.

 

[Preeti Paryani]

You may check the following tutorial -

 

[Tokyorob77]

Hi Preeti,
Thank you for this. Twilio looked complicated. This will help