How to Automatically Send Notifications to Microsoft Teams When Attendance Omissions are Detected in freee HR Labor Management

Are you spending too much time checking and notifying employees about attendance omissions? By integrating freee HR and Microsoft Teams, you can implement an automated notification system for attendance omissions, which can improve work efficiency. Additionally, by preventing human errors, you can also expect to improve data accuracy. This article explains in detail how to easily achieve this automation without coding and its benefits. Recommended for: - HR personnel who have already implemented freee HR and Microsoft Teams but feel the burden of attendance management - Administrators who want to streamline the process of checking and correcting attendance data to focus on other tasks - General affairs personnel in large organizations facing challenges in sharing attendance information between departments - Accounting personnel who want to improve the accuracy of attendance data and prevent payroll calculation errors - IT personnel interested in automating attendance management and considering using app integration to improve work efficiency Benefits and Examples of Integrating freee HR and Microsoft Teams Benefit 1: Streamlining Attendance Management In large organizations, multiple departments often manage their own attendance data, making overall verification work complicated. By using freee HR and Teams to detect attendance omissions, notifications are centralized, contributing to smooth information sharing between departments. For example, if an employee who receives a notification immediately corrects their attendance, it can be completed without affecting the work of other departments. This reduces the burden of attendance management between departments. Benefit 2: Reducing Time for Checking Tasks By detecting attendance omissions from the previous day and notifying the relevant employees, there is no need to check and correct attendance data collectively at a later date. This can reduce the time HR departments spend verifying attendance data. For instance, the task of checking for deficiencies at the end of the month is eliminated, leading to more efficient payroll calculations and reporting tasks. By automating daily checks in this way, it ultimately leads to a reduction in overall work burden. Benefit 3: Improving the Accuracy of Attendance Data Human errors in attendance management are often caused by manual verification tasks. By automatically detecting attendance omissions with freee HR and notifying them via Microsoft Teams, you can build a system to prevent errors. For example, the risk of missing mistakes due to human oversight is reduced, allowing you to maintain more accurate attendance data. This improves the overall reliability of operations and is expected to reduce the effort required for error correction. [About Yoom]

How to Create a Connection Flow between freee HR and Microsoft Teams

Here, we will explain the steps for app integration. The general flow is as follows.

・Connect freee HR and Microsoft Teams to My Apps
・Copy the template
・Set a trigger in freee HR and set an action in Microsoft Teams
・Turn the trigger ON to complete the flow setup

If you are already registered with Yoom, log in. If not, register for free and proceed with the setup.

Step 1: Connect freee HR and Microsoft Teams to My Apps

First, connect freee HR and Microsoft Teams to My Apps.
After logging into Yoom, click "My Apps" on the left side of the screen and proceed with the setup from "+ New Connection".
On the next screen, search for freee HR and click it to display the login page.
Log in with the account you want to use and allow Yoom access to complete the My Apps connection.

Similarly, search for Microsoft Teams and click it.
Then, the Microsoft page will be displayed, so sign in with the account you want to use.

This completes the My Apps connection between freee HR and Microsoft Teams.
※Microsoft 365 (formerly Office 365) has plans for home use and general business use (Microsoft 365 Business), and if you are not subscribed to the general business plan, authentication may fail.

Next, let's copy the Flow Bot template.
Log in to Yoom and click "Try it" on the banner below.

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When the message "Template has been copied!" appears, click "OK" to complete the copy.

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Step 2: Set the Trigger

First, set up the schedule trigger.
Click "At 9:00 every day".

With the schedule trigger, you can specify the timing of notifications in detail.
① You can edit the trigger title as desired.
② You can choose the schedule setting from "Date", "Day of the week", or "Cron settings". The screen for each item will be explained later.
③ You can specify the "day of the week" to send notifications. This time, we specified Monday to Friday.
④ You can specify the "time" when the notification will be sent. This time, we specified "9:00" as per the title.

If you set the schedule to "Specify Date", you can specify the date and time each month to send notifications. In the image, it is set to "9:00 on the 15th of every month" as an example.

If you set the schedule to "Cron settings", you can set the schedule in more detail. In the image, it is set to "Execute at 21:00 from Monday to Saturday every week" as an example.
For how to set Cron, please see here.
After setting each item, click "Save".

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Next, we will set up the information retrieval settings for freee HR and labor management.
Click "Get Time Clock Data".

Next, we will edit the title as desired and check the account information.
Make sure the correct account is selected in "Account Information Linked with freee HR and Labor Management". The "Title" can be edited as desired.
On the other hand, do not change the "Action" and click "Next".

Next, we will set the details of the information retrieval source.
Click the fields for "Office ID" and "Employee ID" to select the appropriate items from the options.
For "Date to Retrieve Time Clock", since we are checking yesterday's attendance, click the field and select "%Y-%m-%d" from "Date" and "Yesterday".
After setting each item, click "Test" and check if the retrieved information is displayed in the output at the bottom of the screen.
Once confirmed, click "Save".

Next, check the branching settings of the trigger.
Click "Command Operation".
※ Branching is a feature (operation) available with Mini Plan or higher plans. If you are on the Free Plan, the operation of the flow bot you set will result in an error, so please be careful.
※ Paid plans such as Mini Plan offer a 2-week free trial. During the free trial, you can use restricted apps and AI features (operations).

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Here, edit the title as desired, and without changing the other items, click "Save".

Step 3: Set the Action

Next, we will send a notification to Microsoft Teams.
Click "Send a message to the channel".

As before, edit the title as desired and check the account, then proceed by clicking "Next" without changing the action.

Next, set the Microsoft Teams notification destination and message content.
First, click the fields for "Team ID" and "Channel ID" and select the appropriate items from the options.
In "Message", set the mention ID and message content. You can also attach a file if desired. This time, we set only the mention ID and message with the content "<at id='0'>There is a missed clock-in.</at>".
In "Mention Information", quote the content you just set as is.
In this case, the "Mention ID" is "0", and the display text for the mention is "There is a missed clock-in.". Please ensure these match exactly.
Click the field for "Mention Target ID" and select from the options.

If you want to attach a file to the notification message, set the "Attachment Information".
The file to be attached must be uploaded to OneDrive in advance.
Enter the information quoted from the target file in each item.
After setting each item, click "Test".

If the test is successful, a message will be sent to Microsoft Teams.

Once confirmed, click "Save".

Click "Turn on Trigger" to complete the flow operation preparation.
With this, when a missed attendance is confirmed in freee HR and labor management, an automatic notification will be sent to Microsoft Teams.

Other Automation Examples Using freee HR

1. Add Employees Registered in freee HR to Notion's Employee Management Table

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This flow streamlines employee data management through app integration.
It eliminates the hassle of manual double entry, leading to improved time efficiency.

2. Update the HRMOS Attendance Employee Management Table when Employee Information in freee HR is Updated

This is a flow for automatically synchronizing employee data updates.
It enables centralized data management and reduces the time required for management tasks.
It is especially recommended for those using multiple attendance management applications.

3. Issue freee HR accounts from the Yoom database

This is a flow to streamline the issuance of employee accounts.
Accounts are automatically issued based on the database, eliminating the need for complex issuance procedures.

Summary

The integration of freee HR Labor and Microsoft Teams contributes to streamlining attendance management, reducing time spent on checks, and improving data accuracy.
By enhancing overall business efficiency, it leads to the creation of an environment where time resources can be maximized.
It can be easily set up without any coding, making it accessible even for those who are not confident in their IT skills.

Please take advantage of Yoom's app integration to experience business efficiency improvements.