How to register an employee in Kaonavi based on information submitted via Google Forms and invite them to a Chatwork room according to their department information.

When a new employee joins the company, numerous tasks arise such as registering employee information and facilitating communication after department assignment. For companies that hire a large number of employees, wouldn't it be great if these tasks could be completed automatically, saving a lot of time? In this article, we introduce a method to automatically register employee information collected via Google Forms into Kaonavi, and further automatically invite them to Chatwork rooms based on department information. This integration can automate a series of tasks, reduce human errors, and speed up the onboarding process. You might be able to allocate the time previously spent on onboarding tasks to other duties. Be sure to check out how efficiency can be achieved through this method until the end. Recommended for: We highly recommend using this integration for the following individuals! - Those who utilize Google Forms, Kaonavi, and Chatwork in their work - Managers who want to streamline information sharing and improve the efficiency of employee registration and post-assignment tasks - HR personnel looking to expedite the onboarding process for new employees - Those who use Chatwork in their work and want to streamline room management by department - Individuals who wish to automate employee data registration and information sharing Benefits and Examples of Integrating Google Forms, Kaonavi, and Chatwork Benefit 1: Improved Work Efficiency and Reduced Human Errors By using Google Forms to collect employee information and automatically registering it in Kaonavi, you can significantly reduce manual data entry. Additionally, since room invitations to Chatwork are automated based on department information, errors are less likely to occur. For companies with frequent employee transfers or new hires, this automation allows for quick task processing while maintaining accuracy. As a result, the burden on HR personnel and IT departments may be reduced, allowing resources to be focused on strategic tasks. Furthermore, since employee data registration and room invitations are standardized, even when new departments or teams are added, you can quickly respond by applying the same flow. This may help minimize additional costs and efforts associated with company growth. Benefit 2: Achieving Rapid Onboarding When a new employee joins, the information entered in Google Forms is immediately registered in the necessary systems, and they are automatically invited to the appropriate Chatwork rooms. This allows new employees to access necessary information and communication tools from day one, enabling them to start their work smoothly. Additionally, by quickly completing registration in Chatwork after joining, communication with team members can be expedited. These benefits are particularly effective for companies implementing remote work. For companies where remote work is the norm, quick initial actions are crucial for early contributions to the team. Benefit 3: Enhanced Information Sharing Between Departments By inviting members to Chatwork rooms based on department information, appropriate members are accurately assigned to rooms, ensuring no information is missed. Additionally, since information sharing is unified by department, decision-making speed is expected to improve. For example, when forming a new project team, employee information is collected via Google Forms. Based on that information, the team is registered in Kaonavi, and members are automatically invited to the relevant Chatwork rooms, reducing the time until the project starts. This can lead to more efficient project progress management and inter-departmental collaboration. Moreover, proper room management can limit the sharing range of confidential information, reducing the risk of information leaks. Now, let's explain how to use the no-code tool Yoom to register employees in Kaonavi based on information submitted via Google Forms and invite them to Chatwork rooms according to department information. [What is Yoom] How to Register in Kaonavi and Invite to Chatwork Rooms When Information is Submitted via Google Forms It is possible to achieve this by receiving responses from Google Forms using the Google Forms API and registering employee information in Kaonavi using the API provided by Kaonavi. Additionally, by using the API provided by Chatwork, you can invite employees registered in Kaonavi to Chatwork channels according to department information. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge. The integration flow is broadly divided into the following processes: - Copy the My App registration template for Google Forms, Kaonavi, and Chatwork - Set up the trigger for Google Forms, which serves as the starting point of the flow, and configure the subsequent operations for Kaonavi and Chatwork - Turn on the trigger button and verify the integration operation of Google Forms, Kaonavi, and Chatwork If you are not using Yoom, please register for free from [here](https://yoom.fun/members/sign_up?_gl=1*g14lzx*_gcl_au*MTc4NTI3NDA0MC4xNzMyNDk0NjA4*_ga*MTAwMzEzNjkyNC4xNzMyNDk0NjA5*_ga_663H387CXM*MTczMjQ5OTA5NC4yLjEuMTczMjQ5OTA5NS41OS4wLjIwNDg0MzE4NDY.). If you are already using Yoom, please log in.

Step 1: Integrate Google Forms, Kaonavi, and Chatwork with My Apps

First, register the apps you will use with My Apps.
Registering them in advance will make the flow setup smoother.

[Google Forms]

First, access the My Menu on the left side of the Yoom screen and click on + New Connection on the right side of the screen.

Next, enter Google Forms in the search box and select "Google Forms" from the displayed options.
When the following screen appears, click "Sign in with Google".

Select the account to integrate with Yoom.

Check the account and content to be integrated, and click "Next".

If there are no issues with the integration content, click "Continue" to complete.

[Kaonavi]

Enter Kaonavi in the search box and select "Kaonavi" from the displayed options.
When the following screen appears, set the "Account Name" and "API Token".
※ For how to register Kaonavi with My Apps, please refer to here.
Once the setup is complete, click "Add".

[Chatwork]

Enter Chatwork in the search box and select "Chatwork" from the displayed options.
If you are already logged into Chatwork, the following screen will appear, so click "Allow".
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If Google Forms, Kaonavi, and Chatwork are displayed in My Apps, registration is complete.

Step 2: Set the Trigger for "When a Response is Submitted" in Google Forms

Now, let's proceed with the automation setup!
Click "Try it" on the banner below to copy the flow bot.

Click to display an image as shown below, then press OK. When the following screen appears, check the "Title" and "Description". If changes are needed, you can click on the relevant section to make modifications. First, let's configure the Google Form setting for "When a response is submitted to the form", so click on it. When the following screen appears, make the settings below. "Title" → Can be changed as needed "Google Form Account Information" → Verify the account is correct "Trigger Action" → When a response is submitted to the form Once the settings are complete, click "Next". Let's configure the API connection settings. "Trigger Interval" → Please set it *Note: Triggers can be set at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. The shortest interval varies depending on the plan, so please be aware. "Form ID" → Obtain from the URL of the form you are using and set it Regarding the Google Form you are using, we have configured it as follows this time. Please ensure that the items listed in this form are set with the following points in mind. "Affiliation" → Set the values for each affiliation as configured on the Kaonavi side "Room ID" → Enter the Room ID that can be verified on Chatwork Set the Google Form to collect email addresses It is convenient to set "Affiliation" and "Room ID" with values for each affiliation or room, allowing selection via a dropdown. Submit a response to the form and execute "Test" on the Yoom screen. If the test is successful, you can obtain the output as shown below. By using the obtained output for registration in future actions, you can change the content with each flow activation! *For more details on the output, please see [here](https://intercom.help/yoom/ja/articles/8223528-%E3%82%A2%E3%83%97%E3%83%88%E3%83%97%E3%83%83%E3%83%88%E3%81%AB%E3%81%A4%E3%81%84%E3%81%A6‍). If test values could not be obtained for the output, you can obtain the output by clicking "Add value to obtain". *For detailed acquisition methods, please check [here](https://intercom.help/yoom/ja/articles/5404443-json-path%E3%81%AB%E3%82%88%E3%82%8B%E3%82%A2%E3%82%A6%E3%83%88%E3%83%97%E3%83%83%E3%83%88%E3%81%AE%E5%8F%96%E5%BE%97%E6%96%B9%E6%B3%95). Finally, click "Save" to complete. Step 3: Configure actions for Kaonavi "Register Member", Chatwork "Create Invitation Link", and "Send Email" Since we will configure Kaonavi, click "Register Member" and make the following settings when the screen below appears. "Title" → Can be changed as needed "Kaonavi Account Information" → Verify the account is correct "Action" → Register Member Once the settings are complete, click "Next". Configure the API connection settings. Use the output to input "Employee Number" and "Name". Click the input field to display suggestions below, select and input them. Other fields are not mandatory, but by configuring the Google Form to match the registration content, you can register with more comprehensive details. Once input is complete, execute "Test", and if successful, click "Save" to complete. Obtain an invitation link tailored to the affiliation on Chatwork. Click "Obtain Invitation Link" and configure when the screen below appears. "Title" → Can be changed as needed "Chatwork Account Information" → Verify the account is correct "Action" → Obtain Invitation Link Once the settings are complete, click "Next". Configure the details. Enter the Room ID for issuing the invitation link. Although it says "Select from suggestions" below the input field, we will use the output to obtain the invitation link tailored to the content with each flow activation. After input, execute "Test", and if successful, click "Save". Configure the email settings to send the obtained invitation link. Click "Send Email" and select the recipient on the following screen. Add the output of the "Responder's Email Address" obtained from "When a response is submitted to the form". Next, configure the content of the email to be sent. This time, we configured it as follows! Set the changing "Name" and "Invitation Link" with each flow activation using the output, and directly type other fixed phrases. Once the content configuration is complete, click "Next". You can verify what kind of email will be sent with the values entered in the output. Once you confirm there are no issues with the content, execute "Test", and if successful, click "Save". Step 4: Verify the operation of the automation for Google Form, Kaonavi, and Chatwork Finally, click "Turn ON Trigger" to complete the automation settings. Verify whether the flow bot activates correctly. Thank you for your hard work on the settings!

Other Automation Examples Using Kaonavi

There are many other examples of automation using Kaonavi on Yoom, so here are a few.

1. Register employees in Kaonavi based on information submitted via Google Forms and register users in Google Workspace

The first flow introduced is the flow for registering users in Google Workspace. By automating user registration, employees can start their work quickly after joining the company.

2. Notify Chatwork when an employee is registered in Kaonavi

The next flow introduces how to notify when an employee is registered in Kaonavi. This is recommended for those who find it cumbersome to manually notify team members when a new employee joins the company.

3. When Kaonavi is changed, update SmartHR information as well

The last integration to introduce is with SmartHR. Companies using both Kaonavi and SmartHR can avoid human errors during registration and maintain data consistency.

Summary

By integrating Google Forms, Kaonavi, and Chatwork, you can automate employee information registration and department-specific communication, which is expected to significantly improve operational efficiency. This may reduce the workload of HR personnel and create an environment where they can focus on strategic tasks.
Consider incorporating automation using Yoom into your operations to aim for increased productivity across the entire organization!