How to Automatically Register Form Responses in Google Workspace and freee HR Labor, and Its Benefits

Are you finding employee registration cumbersome? We introduce a method to automatically register employees based on data submitted through forms by integrating Google Workspace and freee HR. This can be a significant aid in improving work efficiency for HR departments and team leaders who spend time on manual data entry. This automation can be easily implemented without programming knowledge. Please read to the end.

Recommended for

・Team leaders using Google Workspace and freee HR who want to streamline manual data entry
・HR departments of companies looking to streamline new hires and employee information management while preventing input errors
・Accounting departments using multiple management tools aiming for data centralization

Benefits and Examples of Integrating Google Workspace and freee HR

Benefit 1: Reduce Human Errors

Automation through this app integration can prevent input errors and duplicate data that often occur during manual data transcription. For example, when a new employee joins, the recruiter can have the individual enter their information using a form, which is then automatically registered in Google Workspace and freee HR, ensuring accurate data is stored in the system and reducing human errors when entering data across different apps.

Benefit 2: Reduce Manual Work and Save Time

By fully automating the registration process, work time can be reduced, allowing recruiters to focus on other tasks. For instance, when urgently recruiting temporary staff for a new project, once the new members complete their registration via the form, the data is quickly registered in Google Workspace and freee HR, preparing for payroll and attendance management. This is expected to reduce the time spent on administrative tasks after hiring.

Benefit 3: Streamline Data Management

Automation allows information collected through forms to be directly integrated into Google Workspace and freee HR, enabling centralized data management and supporting information verification and updates by the responsible personnel. A specific example is when multiple store staff are hired, each employee fills out a form, and their information is automatically collected and registered in Google Workspace and freee HR, eliminating the need for payroll and attendance management setup and reducing management costs.

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How to Create a Connection Flow between Google Workspace and freee HR

From here, we will explain the steps for app integration.
The general flow is as follows:
・Google Workspace and freee HR
・Copy the template
・Set triggers in Google Workspace and actions in freee HR
・Turn on the trigger to complete the flow setup
If you are already registered with Yoom, please log in. If not, register for free and proceed with the setup.

Step 1: Connect Google Workspace and freee HR to My Apps

First, connect Google Workspace and freee HR to My Apps.
After logging into Yoom, click on My Apps on the left side of the screen and proceed with the setup from "+ New Connection".

Next, search for Google Workspace and click on it.
※Google Workspace is only available for Team Plan and Success Plan. If you are on a Free Plan or Mini Plan, the operations and data connections of the flow bot you set will result in errors, so please be careful.
※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 normally restricted.

Then, click on Sign in with Google to sign in with your Google account and grant access permissions.

Next, search for freee HR and click on it.

Also, sign in with your account and grant access permissions.
This completes the My Apps connection.

Next, use the flow bot template to proceed with the setup.
Log in to Yoom and click "Try it" on the banner below.

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When "Template has been copied!" is displayed, click "OK" to complete the copy.

Step 2: Set the Trigger

Next, set up the form trigger.
Click on "Employee Information Input Form".

Configure the form details.
The items within the red frame in the image can be set and checked regardless of the plan.
Some items can only be set with a paid plan.
For details, please check here.

Scroll down the page to check the "Completion Page Settings".
This can only be set with a paid plan.
You can set whether the "Flowbot Trigger on Shared Form Use" is activated when the form is submitted or activated with admin privileges.
After setting each item, click "Next".

Next, check the display of the created "Response Page" and "Completion Page".
Sample values are displayed in "Retrieved Values".
Click "Save" as it is.

Step 3: Set the Action

Next, set the Google Workspace action.
Click "Add New User".

Next, edit the title as desired and check the account information.
Ensure the correct account is selected in "Account Information to Integrate with Google Workspace".
The "Title" can be edited as desired.
However, do not change the action and click "Next".

Continue to set the required fields.
Select the appropriate items from the suggestions displayed when you click on the fields for "Last Name", "First Name", "Default Password", and "Main Email Address".
If you want the password to be changed from the one entered and submitted on the response page, select "Change" for "Change Password on Login".
Click "Test" and if there are no errors, click "Save" to complete the setup.

Next, set the trigger for freee HR and Labor. Click "Create Employee".
On the first page, as before, edit the title as desired and check the account, then click "Next" to proceed.

Continue to set the required fields.
As before, click on the fields and select the appropriate items from the suggestions.

After setting each item, click "Test" to confirm there are no errors, then click "Save".

Click "Turn ON Trigger" to complete the preparation for flow operation.
Now, when the response form is submitted, employee information will be automatically registered in Google Workspace and freee HR and Labor.

Other Automation Examples Using Google Workspace

1. Add Employee Information to Notion Database When Registered in Google Workspace

This flow automatically syncs employee information to the Notion database when registered in Google Workspace.
This eliminates the need to enter employee information individually, allowing for consistent data management across multiple tools.
It particularly helps prevent errors from manual entry and enables efficient information management.

2. Register Employees in Google Workspace by Reading Resumes with OCR

This process automatically reads resume information using OCR and registers it in Google Workspace.
With this system, the hassle of manually entering resume information is eliminated, allowing employee data to be registered quickly and accurately.
It is especially effective for handling large-scale recruitment activities with a high volume of resumes, enabling a speedy and efficient response.

3. Issue the account and send it via Gmail 3 days before the start date

As the start date approaches, the account is automatically created and the information is sent via Gmail.
This automation eliminates the need for manual account issuance and notification tasks, allowing for a smoother onboarding process.
Additionally, it ensures that the necessary information is shared on the start date, preventing any delays in procedures.

Summary

The integration of Google Workspace and freee HR labor improves work efficiency through the automation of data entry.
It helps prevent manual errors and saves time, allowing staff to focus on important tasks.
Additionally, centralized data management enables smooth information verification and updates, which may also lead to reduced management costs.

Take this opportunity to utilize Yoom's app integration and experience the automation of your operations.