Send New Subscriber Data to Google Spreadsheet

Automatically save new subscriber information to a Google Spreadsheet whenever someone messages your WhatsApp number using a bot flow.

Updated 18 June 2026

Video: https://www.youtube.com/watch?v=doKrRqo34UY

Automatically send new subscriber information to a Google Spreadsheet whenever someone messages your WhatsApp number. This keeps an external record of all your contacts without any manual work.

Prerequisite: You need to connect your Google account first before setting up this automation.

Create the Bot Flow

  1. Go to Bot Manager in the left sidebar
  2. Click Create Bot Flow (or open an existing flow)

Bot Manager page WhatsApp Bot Manager showing bot list and configuration options

Set Trigger Keywords

In the Configure Reference screen:

  1. Enter the keywords that will trigger the bot (e.g., "Interested", "Price Please")
  2. Under Send reply based on your matching type, choose:
  • Exact keyword match — the bot triggers only when the exact keyword is sent
  • String match — the bot triggers when the keyword appears anywhere in the message
  1. Optionally add Labels to tag subscribers who trigger this bot
  2. Select a Google Sheet to send data to (e.g., "Test WC Demo [Sheet1]")

Configure Reference screen Configure Reference with trigger keywords, matching type, and Google Sheet selection

Add a Reply Message

Add a text message node so the subscriber gets an immediate response:

  1. Click Compose Next Message in the flow builder
  2. Enter your reply message (e.g., "Sure, we'll send you the details shortly")
  3. Click Save

Configure Text Message Text message configuration with reply message and flow builder preview

Review the Complete Flow

Your flow should now look like this:

  • Start Bot Flow — triggers on your keywords, sends data to Google Sheets
  • Text — sends the reply message to the subscriber

The Start Bot Flow node shows the configured keywords, matching type, and the connected Google Sheet.

Complete bot flow Flow builder showing Start Bot Flow connected to Text message node with Google Sheet integration

Save and Activate

Click Save in the top-right corner to activate the flow. You'll see a success message confirming the flow has been saved.

Flow saved successfully Flow builder with success notification after saving

Test the Flow

  1. Send one of the trigger keywords (e.g., "Interested") to your WhatsApp number from another phone
  2. The bot should reply with your configured message
  3. Open your Google Sheet — a new row should appear with the subscriber's data

The sheet captures the subscriber's name, phone number, and the trigger keyword they used.

Google Sheet with subscriber data Google Sheet showing subscriber name, phone number, and trigger keyword captured automatically

Next Steps

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