- Elimination of manual data entry to avoid human error and wasted time.
- Real-time synchronization of appointments and bookings using automation tools.
- Workflow optimization for property managers and service professionals.
If you manage appointments, consultations, or rentals, you will probably need to check bookings outside of the platform where they are made. Google Sheets is very practical for preparing reportsto organize follow-ups or share specific data with other team members. The problem arises when you have to manually copy the client's name, date, contracted service, and the rest of the information. Besides being time-consuming, this process increases the risk of Entering incomplete data or data in the wrong columns.
With Pabbly Connect lets you automatically send each new booking from TuCalendi to a spreadsheet using a webhook. You don't need to program, but you do need to correctly configure the trigger, capture a test booking, and link each piece of data to its corresponding column.
What you need to create automation
Before we begin, You need a TuCalendi account, a Pabbly Connect account, and access to Google Sheets.Also check that your TuCalendi plan allows you to use workflows and send webhooks.
The automation will have three parts. TuCalendi will detect when a reservation has been created, send its data to Pabbly Connect, and Pabbly Connect will add a new row in Google Sheets. The sheet will function as a record or analysis tool, while TuCalendi will remain the primary source of bookings.
You should also keep the webhook URL provided by Pabbly private. Any system that knows that address could try to send data to the workflow.
Prepare the spreadsheet before connecting the platforms
Create a Google Sheets file and use the first row to list the fields you want to save. You can include columns such as name, email, service, date, start time, booking ID, and status.
Avoid merging cells, leaving headers empty, or using two columns with the same name. A simple structure makes it easier for Pabbly to detect the fields and locate a specific booking later.
Include the unique reservation identifier This is especially important. You'll need it if you want to update a row later when the customer modifies or cancels the appointment.
Connect TuCalendi with Pabbly using a webhook
Go to Pabbly Connect and create a new workflow. Give it a name that makes it easy to recognize, such as TuCalendi bookings in Google Sheets.
In the first step of the flow, search for TuCalendi and select it as the source application. Then, choose Booking Created as a trigger event. Pabbly will display a webhook URL that you must copy.
Now go to TuCalendi and open the post-booking workflows section. Edit the workflow associated with the corresponding event and, within the trigger that runs when a booking is successfully completed, add the action Send webhook.
Paste the address provided by Pabbly, select or enter the event booking.created and save the changes. From that moment on, TuCalendi will have the channel ready through which it will send the information of the new reservations.
Capture a trial booking on Pabbly
Before configuring Google Sheets, Pabbly needs to receive a sample to understand the data structure. Return to the workflow and click the option to capture or recapture the webhook response.
While Pabbly waits for a response, make a test booking from the TuCalendi form linked to the workflow. Use fictitious data that you can easily recognize.
If the connection is set up correctly, Pabbly will display fields such as the client's name, email, service, and date. Do not proceed until you have verified that all the data you want to save is displayed. If any data is missing, review the TuCalendi workflow and repeat the capture.
Send the booking details to Google Sheets
Add a second step to the flow and select Google Sheets as the destination application. Choose the action Add New RowConnect your Google account and select both the file and the tab where you will save the reservations.
Pabbly will display the columns created earlier. It links each one to the corresponding data received from TuCalendi: the name to the client column, the date to its column, the identifier to the reference column, and so on.
When you finish, Use the save and send test request functionVerify that Google Sheets has created a row and that each value appears in the correct column. If everything matches, save and activate the workflow.
From that moment on, new reservations should be automatically added to the sheet a few seconds after being created.
What happens with modifications and cancellations?
The previous flow only responds to the event Booking CreatedIf a customer changes the date or cancels their reservation, the original row will not be automatically updated.
To maintain more complete synchronization, you can create additional flows using triggers. Booking Modified y Booking CancelledIn these cases, use the reservation identifier to locate the corresponding row and perform an update action instead of adding a new row.
Otherwise, you could end up with outdated data or multiple rows for the same appointment. It's advisable to conduct independent tests of creating, modifying, and canceling appointments before using automation with real customers.
Finally, save only the necessary data, limit who can open the sheet, and avoid including sensitive information in notes fields. This way, you'll have a useful automated record without turning Google Sheets into an uncontrolled copy of all your customer data.
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