How to integrate Garoon with Google Workspace to add an employee to a Google Workspace group once their onboarding request is approved in Garoon

When manually registering employee information submitted in Garoon to Google Workspace, you might encounter challenges such as increased workload for the person in charge, input errors, and inter-departmental coordination issues.
By integrating the two tools, you can automatically register approved employee information, thereby resolving these challenges and improving operational efficiency.
This article introduces a no-code method to integrate Garoon and Google Workspace.
It can be easily implemented without specialized knowledge, so consider it as a reference when you want to achieve operational efficiency and accuracy improvement through automation.

Recommended for

Those who utilize Garoon and Google Workspace
Company representatives who use Garoon and Google Workspace but find the onboarding process cumbersome
Those aiming to streamline onboarding processes and reduce registration omissions by integrating Garoon and Google Workspace
Managers or project leaders aiming to improve information sharing across multiple departments by integrating Garoon and Google Workspace

Benefits and Examples of Integrating Garoon and Google Workspace

Benefit 1: Operational Efficiency through Reduction of Manual Work

Manually registering employee information approved in Garoon to Google Workspace is time-consuming.
Since there are many fields to fill in for employee information, the workload for the person in charge increases significantly when there are many new employees.
By integrating Garoon and Google Workspace, you can expect automatic registration of approved employee information to Google Workspace, leading to operational efficiency.
For example, when hiring many new employees due to business expansion, the person in charge might become overwhelmed with just the registration tasks.
This integration can reduce registration tasks, thereby alleviating the workload and improving operational efficiency.

Benefit 2: Prevention of Registration Omissions in Google Workspace

When manually registering employees to Google Workspace groups, there is a risk of registration omissions.
Such human errors lead to unnecessary verification tasks and hinder employee onboarding.
By integrating Garoon and Google Workspace, you can prevent registration omissions and enable smooth onboarding for new employees.
For instance, in companies often short-staffed, registration to Google Workspace might be postponed due to other pressing tasks and eventually forgotten.
By using this integration, employee information is automatically registered, allowing the person in charge to focus on other onboarding preparations.

Benefit 3: Strengthening Inter-departmental Coordination

Even if an application is approved in Garoon, manual registration can cause a time lag in reflecting information in Google Workspace.
Such time lags can disrupt the operations of related departments.
This integration ensures that information approved in Garoon is automatically reflected in Google Workspace, allowing related departments to start operations smoothly and strengthening coordination.
For example, if the HR department handles approvals in Garoon and registrations in Google Workspace, a time lag can prevent the assigned department from preparing for onboarding using employee information.
However, if employee information is automatically reflected, the assigned department can prepare smoothly.

Now, let's introduce how to use the no-code tool Yoom to "add employees to a Google Workspace group when an onboarding application is approved in Garoon".

[About Yoom]

How to Add Employees to a Google Workspace Group When an Onboarding Application is Approved in Garoon

This method is achievable by receiving the approval of an onboarding application in Garoon using Garoon's API and adding employees to a group using the API provided by Google Workspace.
Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily realized without programming knowledge.

We will create this in the following major processes.

Register Garoon and Google Workspace as My Apps
Copy the template
Set the trigger in Garoon as the starting point of the flow, followed by the settings in Google Workspace
Turn on the trigger button and verify the integration operation between Garoon and Google Workspace

If you haven't used Yoom yet, please register for free from here.
If you are already using Yoom, please log in.

Step 1: Integrate Garoon and Google Workspace with My Apps

First, register Garoon and Google Workspace with Yoom to integrate them into My Apps.

1. Select "My Apps" on the left side of the Yoom management screen and click "+ New Connection".

2. On the following screen, search for Garoon and Google Workspace and proceed to the next screen.

For Garoon:

・Enter the account name and access token, then click "Add" to complete the registration in My Apps.
※ For base64 encoding, please refer to this help page.

For Google Workspace:

・Click "Sign in with Google" on the above screen and select the account to integrate on the following screen.

・Confirm the account to integrate and click "Next".

・Check "Select All" and click "Continue" to complete the registration in My Apps.

※ Google Workspace is an app available only with the Team Plan and Success Plan. For Free Plan and Mini Plan, operations and data connections set in Flowbot will result in errors, so please be cautious. Paid plans such as Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions.

Step 2: Copy the Template

Copy the template for integrating Garoon and Google Workspace.

1. Open the link below.

2. Clicking "Try this template" will complete the copy.

Step 3: Setting up the Garoon Trigger

Set up the trigger action that will start the flow.
In this flow, the trigger is activated when a new hire request is approved in Garoon.

1. Select "My Projects" in the Yoom management screen and click "Add employee to Google Workspace group when new hire request is approved in Garoon".
*The title of the template can be changed on the next screen.

2. Click "App Trigger When Workflow is Approved".

3. Verify the account linked with Garoon and click "Next".
*Other items are set by default.

4. Set the trigger activation interval, subdomain, and application form ID, and perform a test.
*Trigger activation intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes are available, and the selectable time varies depending on the plan. The flow bot will be activated once for each selected interval when the trigger action is confirmed and executed. If you want to reflect employee information in Google Workspace immediately, a shorter interval setting is recommended.
*The method for setting the application form ID is explained on the help page.

5. If the test is successful, the information obtained from Garoon will be displayed in the output.
Change the items such as "Application Item 1", "Application Item 2" in the output to any name and save.
*The method for changing item names is explained on the help page.

Step 4: Setting up Google Workspace

Finally, set up the registration of employee information in the Google Workspace group.

1. Click "Integrate with App Add Member to Group".

2. Verify the account linked with Google Workspace and click "Next".
*Other items are set by default.

3. Set the group key, email address of the member to be added, and permissions, and perform a test.
*The group key and email address of the member to be added can be selected from the output displayed by clicking the frame under "When Workflow is Approved". (Values are displayed in double brackets)
*This flow assumes that the group key and email address of the member to be added are applied in Garoon.

4. If the test is successful, employee information will be registered in Google Workspace.
If there are no issues, save it.

5. When the trigger is turned ON, employees will be automatically added to the Google Workspace group each time a new hire request is approved in Garoon.

If you have any questions about the flow introduced, please check the help page. 2. Clicking "Try this template" will complete the copy.

Other Automation Examples Using Google Workspace

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

1. Add Employees to SmartHR When They Are Registered in Google Workspace

You can automatically register employee information registered in Google Workspace to SmartHR.
This integration can reduce registration tasks and centralize employee information, thereby reducing management burdens and improving data consistency between tools.

2. Notify Employees via Gmail with Onboarding Information Once They Are Registered in Google Workspace

You can automatically send an email via Gmail to employees who have completed their registration in Google Workspace.
This integration allows you to automate the process of contacting employees upon the completion of their registration, which can improve operational efficiency.

3. Notify Slack when a new user is registered in Google Workspace

You can automatically notify Slack when an employee is registered in Google Workspace.
This will help reduce missed notifications and enable smooth reporting to relevant parties.

Summary

Manually registering employee information approved in Garoon to Google Workspace often poses challenges such as burden on the person in charge, registration omissions, and time lags.
However, if the employee information approved in Garoon is automatically registered in Google Workspace through integration, it can lead to problem-solving and improved operational efficiency.
The integration of Garoon and Google Workspace can be achieved without code by using Yoom.
It can be easily implemented without programming knowledge, so please refer to this article to improve operational efficiency.