How to integrate AKASHI with Google Chat to notify when AKASHI detects a missed clock-in from the previous day

AKASHI is a useful tool for streamlining attendance management. It not only allows for easy recording of daily clock-ins and clock-outs but also facilitates smooth labor management. However, when using AKASHI, there might be instances where managing data, especially checking for missed punches, feels time-consuming. Finding more efficient ways to operate could be key to addressing these challenges. This article explains the benefits and initial setup process of integrating AKASHI with Google Chat. This article is recommended for: - Those who are already using AKASHI and Google Chat but want to further improve work efficiency. - Administrators who want to automate missed punch notifications in attendance management and respond quickly. - Those who want to reduce manual verification tasks in attendance management. Benefits and Examples of Integrating AKASHI with Google Chat Benefit 1: Preventing Attendance Management Errors By implementing a system that notifies missed punches from the previous day via Google Chat using AKASHI, quick responses become easier, and the accuracy of attendance management is expected to improve. Traditionally, checking for missed punches often relied on employee self-reporting or manual work by administrators, which could hinder aggregation tasks. Utilizing automatic notifications for such issues is expected to make it easier to notice missed punches. For example, if payroll personnel can request corrections from employees at an early stage through notifications, the verification process during payroll calculation could become smoother. Furthermore, creating an environment where employees can respond promptly can lead to reduced burdens on administrators and improved work efficiency. Benefit 2: Reducing the Workload of Administrators The need for administrators to manually verify attendance records is reduced, which is expected to lessen the burden of labor management. Especially in workplaces with a large number of employees, checking and correcting missed punches can be cumbersome. For instance, if a retail store manager is responsible for managing staff shifts, checking everyone's clock-in status in detail is very challenging. By integrating AKASHI with Google Chat, automatic notifications can be sent when missed punches occur, making it easier for administrators to quickly verify the situation and request corrections, thereby improving shift management efficiency. As a result, administrators can more easily secure time to focus on other tasks, potentially leading to smoother overall workplace operations. Benefit 3: Preventing Information Transmission Errors By enabling automatic notifications of missed punches via Google Chat, internal information sharing can be facilitated more smoothly. Traditionally, when a missed punch occurred, the person who confirmed it would inquire about the situation with the relevant person and then request the necessary actions, which could take time. By integrating AKASHI with Google Chat, automatic notifications are sent to the relevant person, allowing stakeholders to quickly grasp the situation. For example, in manufacturing sites where shift adjustments are often required, if leaders can quickly confirm missed punches and give necessary instructions to staff, the impact on work progress can be minimized. This can contribute to the smooth operation of the site. In this article, we will proceed with the integration using Yoom. If you haven't used it yet, please take a look at "First Time with Yoom." [What is Yoom] How to Create the Integration Flow of AKASHI and Google Chat This time, we will create a flow to "detect missed punches from the previous day with AKASHI and notify Google Chat."

The integration flow is broadly created through the following processes: - Register AKASHI and Google Chat as My Apps - Set up a trigger that activates at the specified schedule - Configure sending messages in Google Chat - Test and verify Step 1: My App Integration with AKASHI and Google Chat First, log in to your Yoom account. If you do not have an account, please create one on the Yoom account issuance page. 1. Click on My Apps, then click on New Connection. 2. You can search by app name in the input field. This time, search and register AKASHI and Google Chat respectively. AKASHI My App Registration Let's start by registering from AKASHI. Enter AKASHI in the input field, and when the AKASHI icon appears, click on the icon. 1. The following screen will appear. Enter the Account Name and Access Token. For detailed instructions on registering AKASHI as a My App, please refer to the following link: AKASHI My App Registration Method. Click Add to complete the AKASHI My App registration. Google Chat My App Registration Integration with Google Chat is only possible with Google Workspace. For details, please refer here. Similarly, search for Google Chat and click on the icon. 1. The following screen will appear. Click Sign in with Google. 2. Enter the Client ID and Client Secret. For detailed instructions on registering Google Chat as a My App, please refer to the following link: Google Chat (OAuth) My App Registration Method. Once you have finished entering, click Register. This completes the My App registration for AKASHI and Google Chat. When the My App registration is successful, the following screen will be displayed. Please check if the icons for AKASHI and Google Chat are displayed on the My Apps screen. Note that the flow introduced this time will branch. Branching is a feature (operation) available with plans above the Mini Plan. If you are on the Free Plan, the operations of the flow bot you set 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). For more detailed information about Yoom, please check the Yoom Help Center. Template Selection and Storage Location Preparation Click Try it from the following link.

If the following display appears, the template copy was successful.

Step 2: Set the trigger to activate at the specified schedule

1. First, click on "When the specified schedule is reached" at the top.

2. You can freely set the title.
The schedule settings are pre-configured. You can change them as needed.
Review the content, and if there are no issues, click "Save".

3. Return to the flow. Next, click on the icon for "Retrieve specific employee's clock-in information (daily)".

4. Enter the account information to link with AKASHI.
Select the action "Retrieve specific employee's clock-in information (daily)".
Once you have finished entering, click "Next".

5. Set each item.
Pay attention to the input method for the start and end dates of the retrieval time.
Once the settings are complete, click "Test", and if there are no issues, click "Save".

6. Next, click on "Command Operation".

7. The settings for Command Operation are pre-configured.
Review the content and make changes as needed.
If there are no issues, click "Save".

Step 3: Set up to send messages to a chat room in Google Chat

1. Finally, click on the icon for "Send Message".

2. Enter the account information to link with Google Chat.
Select the action "Send Message".
Once you have finished entering, click "Next".

3. Space Resource Name and Message Content will be set.
When you click on the input field, the outputs and suggestions obtained earlier will be displayed.
Select the Space Resource Name from the suggestions.
When creating a message, you can also use the outputs to create the message. Click on the edit field to display the outputs and use them as needed.
Once the settings are complete, click "Test", and if there are no issues, click "Save".

4. This completes the flow of [Detecting missed clock-ins from the previous day in AKASHI and notifying Google Chat].

Step 4: Test and Verify

Once the setup is complete, the following screen will be displayed.
Click the "Turn ON Trigger" button to activate the flow bot.

With Yoom, you can easily set up without coding.
Try this convenient flow from the link below.

Other Automation Examples Using AKASHI

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

1. This is a flow where employee information registered in kintone is also registered in AKASHI.
By utilizing this template, when employee information is registered in kintone, it will automatically be reflected in AKASHI as well.
This eliminates the need for manual registration in AKASHI, allowing management tasks to proceed more smoothly.

2. This is a flow to update AKASHI when employee information is updated in Google Sheets.
‍It is a recommended template for those who want to reduce manual work and focus on important tasks.
By automatically reflecting employee information edited in Google Sheets to AKASHI, you can streamline the data update process.

3. This is a flow where AKASHI's information is updated when employee information is updated in Notion.
‍ If you are managing employee information using Notion, it can be burdensome to constantly check for updates within Notion and respond accordingly.
By using this template, when employee information is updated in Notion, the information managed in AKASHI will also be automatically reflected.

Summary

By integrating AKASHI with Google Chat, you can now receive notifications through Google Chat when AKASHI detects a missed clock-in.
This allows administrators to quickly identify missed clock-ins, thereby improving the accuracy of attendance management.
Some people who want to try automation might feel that complex operations or specialized knowledge are necessary.
However, Yoom is designed to lower those barriers.
It offers a wealth of templates so that even beginners can use it with confidence, without needing to learn complicated operations.
Why not use Yoom to aim for a smoother working environment?