How to integrate Airtable with Office Station to add employee information registered in Airtable to Office Station

Employee information is essential for various procedures related to joining the company. If it takes time to register the data, the start of using systems such as attendance management may be delayed. Additionally, if there are errors in the registered information, it may be necessary to correct the documents created or redo insurance procedures. To prevent such situations, why not automate employee registration in the HR system?

In this article, we introduce a method to synchronize employee information registered in Airtable with Office Station and automate ledger registration. Compared to manual work, it is expected to reduce the effort and errors of transcription, allowing smooth onboarding procedures even when there are many new hires at once.

Recommended for

The content introduced this time is recommended for the following people!

・Those who have introduced both Airtable and Office Station but feel challenges in linking employee information between systems
・Those who find data registration for recruitment and onboarding procedures cumbersome
・Those considering centralizing employee data management

Benefits and Examples of Integrating Airtable and Office Station

Benefit 1: Speeding Up the Onboarding Process

With integration, when employee data is added to Airtable, it can automatically reflect in the employee ledger of Office Station. This allows for smooth processing of onboarding tasks such as creating employment contracts and handling social insurance procedures. Quick responses can help gain the trust of new employees and reduce the burden on HR personnel by eliminating the need for data re-entry.

Benefit 2: Preventing Input Errors

Manual data transcription carries a high risk of human errors such as input mistakes and registration omissions. Since employee data is crucial for processes like attendance management and payroll calculation, mistakes can easily become problematic. By automatically synchronizing data added to Airtable with Office Station, the occurrence of transcription errors can be minimized. Improved data accuracy may lead to reduced effort in correcting employment contracts and redoing insurance procedures.

Benefit 3: Building a Scalable Organizational Structure

By integrating Airtable and Office Station and automatically reflecting employee data when registered or updated, the burden of information management can be reduced even if the number of employees increases as the company grows. With manual information entry, an increase in the number of employees directly leads to an increase in management workload, but automation can mitigate this impact. Efficient information management can be maintained with the existing HR department's personnel structure, even during large-scale recruitment activities such as opening new branches, expanding new graduate recruitment slots, or increasing transfers due to organizational restructuring.

With the automation tool Yoom, integration settings can be easily configured.

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How to Create an Integration Flow between Airtable and Office Station

Now, let's introduce the procedure for creating a workflow to "add employee information registered in Airtable to Office Station" using the following template.

※Integration with Office Station is available with some paid plans. A two-week free trial is also offered.

The integration flow is broadly created through the following processes.

・Connect Airtable and Office Station with My Apps
・Copy the template
・Set the trigger in Airtable that initiates the flow, followed by the operation settings in Office Station
・Turn on the trigger button and verify the integration between Airtable and Office Station

※Please prepare the employee information database in Airtable.
　※The diagram below is an example, and the red-framed part of the URL indicates the reference position for the base ID and table ID.

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Step 1: Connect Airtable and Office Station with My Apps

※If both apps are already connected, proceed to Step 2.
　If only one app is connected, skip that procedure.

1. Select "My Apps" from the left menu and click "+ New Connection" on the right side of the screen.

2. From the new connection list in My Apps, select Airtable(OAuth).
　※You can narrow down the options by entering the app name in the search box.

3. Log in to Airtable using your email address or an account from another app.

4. Check the access rights items, select the base and workspace to grant from "+ Add a base", and then click "Grant access".

5. From the new connection list in My Apps, select Office Station.

6. Enter each item and click "Add".
　※For the account name, enter a name for management purposes.

‍‍‍‍‍‍Step 2: Setting up a trigger to activate when employee information is registered in Airtable

1. Click "Try it" on the banner below.

2. Click "OK" in the dialog below.

3. Check the title and description of the displayed template.
　*This is the red-framed part in the figure below. You can change it to any content by clicking the relevant part.

4. Click the Flowbot's "App Trigger: When a record is registered".

5. Select the linked account and action.
　Change the title if necessary and click "Next".

6. Configure the API connection settings for the app trigger.
　Select and input each item.
　*The available time for the launch interval varies by plan. Reference: List of feature restrictions and usage limits for each plan　

　* "Created Time" is one of the field types. When added, the record creation date and time are automatically reflected.

7. Click "Test".

8. If there are any items you want to use for employee registration in the office station other than those displayed in the "Output" section, click "+ Add value to retrieve" to set them.
　*Reference: How to add "Retrieved Value: Output"
　*The figure below is an example of an addition.

9. Click "Save".

Step 3: Setting the Action to Register in the Office Station Employee Ledger

1. Click the Flowbot's "Integrate with App: Register in Employee Ledger".

2. Select the linked account and action.
　Change the title if necessary and click "Next".

3. Configure the API connection settings.
　Use the output information obtained in Step 2 to select and input each item.
　*The figure below shows some of the items, and the entered output is an example.

　*The figure below is an example of output reference. When you click the input field, candidates are displayed, so please select the target item.

4. Click "Test".

5. If the test is successful, click "Save".

Step 4: Verification of Automation Operation between Airtable and Office Station

1. Click "Turn on Trigger" in the setup completion dialog.

2. Verify that the Flowbot starts correctly.

This completes the flow of "When employee information is registered in Airtable, add it to the office station".

Click "Try it" on this banner and try creating it yourself.

Other Automation Examples Using Office Station

There are many other examples of automation using Office Station in Yoom, so here are a few introductions.

1. A flow to register employee information in Office Station and Google Sheets based on Google Form responses. By using the submission of Google Form responses as a starting point, you can expect a reduction in input omissions and transcription errors.

2. This flow updates the employee ledger at the office station when information is updated in Google Sheets. By automatically synchronizing information upon updates, it will aid in centralized management of employee data.

3. This flow involves creating an employment contract, sending it via email, and registering employee information in the Office Station and Yoom database when a Yoom form is submitted. You can automate the creation and sending of contracts based on form information, as well as the registration of employee information. This will likely enhance consistency in the onboarding process.

Summary

The integration of Airtable and Office Station is expected to streamline employee data management. With automatic information updates, it is anticipated that the onboarding process will be expedited and the risk of transcription errors will be reduced. Even as the volume of data increases with the growth in the number of employees, the burden on HR personnel managing employee information will be alleviated. Using Yoom makes the setup easy. Take this opportunity to try integrating Airtable and Office Station.