How to integrate Chatwork with freee HR and submit an overtime request in freee HR when a message is posted in Chatwork

The process for overtime application will change significantly. The previously cumbersome application and approval tasks can now be completed simply by sending a message via Chatwork, which is expected to improve work efficiency. This change will reduce the burden on all parties involved, from employees to managers, enabling smooth communication and accurate labor management. This article specifically introduces the benefits and methods of implementing this integration, and explains in detail who can benefit from it. Recommended for: - Companies looking to streamline the overtime application and approval process to reduce workload. - Those who want to consolidate communication and applications in Chatwork instead of using multiple tools. - HR personnel who want to prevent manual application errors and omissions for more accurate management. Benefits and Examples of Integrating Chatwork with freee HR: Benefit 1: Promotion of Digital Labor Management The integration of Chatwork and freee HR will digitize labor management, freeing you from manual management. For example, when an employee submits an overtime application via Chatwork, the data is automatically reflected in freee HR, allowing digital management of working hours and overtime records. This improves labor management efficiency, allowing quick access to past application histories and working hours. As digitization progresses, paper management and manual input tasks become unnecessary, leaving more transparent and accurate records for labor audits and legal compliance. Benefit 2: Centralized Communication Using Chatwork for applications centralizes communication between employees and managers, simplifying information exchange. Previously, application-related exchanges conducted via email or other tools required tracking each piece of information. However, by creating a flow where applications are made in Chatwork and approved by managers, application content and progress can be immediately confirmed, eliminating unnecessary confirmation tasks. For example, after sending a message like "I am applying for overtime," questions and confirmations can be conducted on that message, eliminating the need to check information via separate emails or other tools. Benefit 3: Timely Information Updates When a message is sent via Chatwork, the overtime application is timely reflected in freee HR, allowing immediate understanding of the application’s progress and speeding up operations. For example, right after an employee sends an application, the manager can review it and quickly decide to approve or reject it. This integration eliminates the need to manually record and then confirm application content, potentially removing post-application time lags. As a result, the processing time for overtime applications is shortened, allowing both employees and managers to proceed with their work smoothly and without stress. Now, let’s explain how to use the no-code tool Yoom to "submit an overtime application in freee HR when a message is posted in Chatwork." [About Yoom] How to Submit an Overtime Application in freee HR When a Message is Posted in Chatwork: By utilizing this flow, simply posting a message in a specified format in Chatwork automatically completes the overtime application. This eliminates the need to log in to freee HR or manually input data, allowing easy applications from anywhere. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge. We will create this in the following main processes: - Register Chatwork and freee HR as My Apps - Set up when a message is posted in a Chatwork room - Use branching to identify the sender and extract data from text - Create an overtime application in collaboration with freee HR If you are not using Yoom, please register for free from [here](https://yoom.fun/members/sign_up?_gl=1*jrwzd7*_gcl_au*MTY3NDQ2MzE2MS4xNzE5MzgyMDY4*_ga*NTcxOTYyNzgyLjE3MTkzODIwNjg.*_ga_663H387CXM*MTcyMjQ4ODg2Ny4xNTEuMS4xNzIyNDkwMzk2LjYwLjAuNjYyMDU0NDY0). If you are already using Yoom, please log in.

Step 1: Connect Chatwork and freee HR Labor to My Apps

(1) After logging into Yoom, select "My Apps" from the left column and click "+ New Connection".

(2) From the list of new connections in My Apps, click on Chatwork.
(3) Log in with your account.
(4) An image like the one below will appear, so click "Allow".

(5) Next, connect freee HR Labor. Similarly, click on freee HR Labor from the list of new connections in Yoom.
(6) Log in with your email address and password, and if the image below appears and there are no issues, click "Allow" at the bottom.

Once the connection is complete, Chatwork and freee HR Labor will be registered in My Apps on Yoom.

This completes the My Apps registration.
Next, let's set up triggers using templates!

Step 2: Setting up when a message is posted in a room in connection with Chatwork

(1) We will use the template introduced earlier. Click "Try it" on the banner below to copy it.

Click on "When a new message is posted in the room" in the app trigger.

(2) From the "Select Linked Account and Action" screen in Chatwork, check if there are any errors in the account information linked with Chatwork, keep the trigger action as "When a new message is posted in the room" and click "Next".

(3) From the "API Connection Settings for App Trigger" screen, select the trigger activation interval.
Select the trigger activation interval from the dropdown options of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ Please note that the shortest activation interval varies depending on the plan.

Scroll down and select the room ID from the options.

Once the selection is complete, click "Test" at the bottom, and if no errors occur, click "Save".

Step 3: Use branching to identify the sender and extract data from text

(1) Next, use branching to determine if the sender matches a specific employee.
Click "Determine if the sender matches a specific employee".

※ Branching is a feature (operation) available with the Mini Plan or higher. If you are on the Free Plan, the operation set in the Flowbot will result in an error, so please be careful. Paid plans such as the Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).

(2) From the "Specify Branching Conditions" screen, select the operation and output from the dropdown.

Operation: Select "When a message is sent to the channel"
Output: Select "Sender Name"

By entering the sender's name in the branching conditions, you can detect posts from specific employees and create overtime requests. If you want to add branching conditions, click "+ Add Branching Condition".

Once the selection is complete, click "Save".
(3) Next, extract data from the text.
Click "Extract data from text".

※ AI operations are features available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operation set in the Flowbot will result in an error, so please be careful. Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).

(4) From the "Select Action" screen, click "Change".

Select the conversion type according to the number of characters in the text.

Once the selection is complete, click "Next".
(5) From the "Set Details" screen, enter the text to be extracted. By selecting from the output as shown in the image, you can reference Chatwork information.

Scroll down and directly enter the items you want to extract, confirming with the red line. Once the entry is complete, click "Test", and if no errors occur, click "Save" at the bottom.

Step 4: Create an overtime request by linking with freee HR

(1) Next, create an overtime request by linking with freee HR.
Click "Create Overtime Request".

(2) From the "Select Linked Account and Action" screen in freee HR, check if there are any errors in the account information linked with freee HR, keep the action as "Create Overtime Request" and click "Next".

(3) From the "API Connection Settings" screen, enter each item.
・Business ID, Application Route ID, Approver User ID: Select from the options
・Target Date: Select from the date
・Scheduled Start Time, Scheduled End Time: Select from the output

Once the selection is complete, click "Test" at the bottom, and if no errors occur, click "Save".
(4) Finally, click "Turn ON Trigger".

This completes the Flowbot for "Submit overtime request in freee HR when a message is posted in Chatwork".

Other Automation Examples Using Chatwork and freee HR

At Yoom, we have other examples of automation using Chatwork and freee HR, and we would like to introduce a few of them.

1. Notify Chatwork When an Employee is Registered in freee HR

This flow automatically notifies Chatwork of registration information when an employee is added to freee HR. This allows for immediate information sharing with the relevant department and helps prevent any oversights. Additionally, the content of the notifications in Chatwork can be freely customized.

2. When an employee is deleted in freee HR, remove them from the group chat in Chatwork

Isn't it challenging for companies using multiple systems to handle procedures when an employee leaves? This flow allows you to prevent information leaks by simultaneously removing an employee from the group chat in Chatwork when they are deleted in freee HR.

3. Detect Attendance Omissions from the Previous Day in freee HR and Notify via Chatwork

By utilizing this flow, you can notify Chatwork of any attendance omissions from the previous day at a specified time. This will allow you to promptly identify any unprocessed attendance. Additionally, by checking Chatwork, you can save the effort of accessing freee HR, thereby progressing your work more efficiently.

For those who want to check templates using Chatwork and freee HR, please visit the following site.

List of Flowbot Templates Using Chatwork

List of Flowbot Templates Using freee HR

Summary

The integration of Chatwork and freee HR seems to simplify the overtime application process and improve operational efficiency!
By reducing manual input errors and smoothly processing from application to approval, it can potentially save time. Additionally, the centralization and digitization of information will advance, allowing labor management to be conducted more efficiently and accurately.
This integration will be a convenient tool, especially for busy companies and small to medium-sized enterprises, to reduce operational burdens and contribute to improving the quality of labor management.