In this article, we will introduce how to use the no-code tool Yoom to automatically add information to a Notion database when a new employee is registered in Google Workspace. This makes it easier to centrally manage employee information and is expected to prevent discrepancies in employee information! It is especially recommended for HR personnel who utilize Google's tools.
Recommended for
Those who utilize Google Workspace and Notion
Those considering streamlining operations by integrating Google Workspace and Notion
Those managing employee information by integrating Google Workspace and Notion
Those aiming to improve the accuracy of managed information by integrating Google Workspace and Notion
For those who want to try it immediately
In this article, we will introduce how to integrate using the no-code tool "Yoom". No complicated settings or operations are required, and even non-engineers can easily achieve it. You can also start immediately using the template below, so please give it a try!
When an employee is registered in Google Workspace, add the employee information to the Notion database as well.
How to Create a Google Workspace and Notion Integration Flow
Now, let's use a template to create a flow together where "when an employee is registered in Google Workspace, their information is also added to a Notion database"!
Step 1: Register Google Workspace and Notion in My Apps
(1) After logging into Yoom, select "My Apps" from the left column and choose "+ Add".
(2) From the new connection list in My Apps, click on Google Workspace. (3) Click "Sign in with Google" on the screen below.
(4) Select your account and log in with your existing account.
(5) Next, integrate Notion. Click on Notion from the new connection list in Yoom, just like in step (1).
(6) From the access request image, click "Select a Page".
(7) Check the pages you want to allow access to and click "Allow Access".
If Google Workspace and Notion are added to My Apps, the integration is complete! Next, let's set up triggers using the template.
Step 2: Setting Up App Triggers
(1) We will use the template introduced earlier. Click "Try it" on the banner below.
Click on the app trigger "When a user is registered".
(2) From the screen to select the Google Workspace integration account and action, verify that there are no errors in the account information linked with Google Workspace, keep the trigger action as "When a user is registered", and click "Next".
(3) From the app trigger API connection settings, click "Test", and if no error occurs, click "Next".
(4) Similarly to (3), click "Test", and if no error occurs, click "Save".
(5)Next, click on the second button, "Search for users."
(6)Verify the account information you want to link and leave the action as "Search User". Let's set up the system to search for users registered in Google Workspace.
Specify an email address in "Search Item" and select the "Keyword" value from the output.
(7)Once you've set it up, click "Test" and if no errors occur, click "Save."
Step 3: Operate the Database
(1) Next, operate the database in conjunction with Notion. Click "Operate the database".
(2) From the Notion database integration screen, verify the account information linked with Notion, and keep the action as "Add Record". Select the database ID from the options.
Once the input is complete, click "Next". (3) From the detailed settings of database operations, select the values of the records to be added from the output.
Once the selection is complete, click "Save" at the bottom. (4)Finally, click "Turn on the trigger".
This completes the flowbot "Add employee information to Notion's database when an employee is registered in Google Workspace". Well done!
Other Automation Examples Using Google Workspace and Notion
In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Google Workspace and Notion. All can be used with simple settings, so if you find something interesting, please give it a try!
Automation Examples Using Google Workspace
Create a folder for each employee when an employee is registered in Google Workspace
By automatically creating folders, you can save the effort and time required for manual work and facilitate smooth business progress.
Notify employees of their joining information when they register with Google Workspace
Since an information email is automatically sent as soon as a new employee registers, this reduces the time that HR staff has to manually send emails to each employee.
When an employee is registered in Google Workspace, notify the employee of the onboarding information via Gmail.
■ Overview The "Add employees to Google Workspace from Google Form responses" workflow automates the registration process for new employees smoothly. With Yoom, integration between apps can be achieved without programming, making it easy to implement this flow.
■ Who we recommend this template for: - HR personnel collecting new employee information using Google Forms - Team leaders who want to streamline operations by linking Google Workspace and Google Forms - Business owners who want to standardize and automate the new employee registration process
■ Note - Please integrate Yoom with both Google Workspace and Google Forms. - Google Workspace is an app available only in the Team Plan and Success Plan. In the Free Plan or Mini Plan, operations or data connections set with Flowbots will result in errors, so please be careful. - Paid plans like Team Plan and Success Plan offer a two-week free trial. Restricted apps can be used during the free trial period. - For instructions on how to obtain response content when using Google Forms as a trigger, please refer to the link below. https://intercom.help/yoom/ja/articles/6807133 - Triggers can be set to operate at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes. - Please note that the minimum operational interval varies depending on the plan.
■Overview The "Add employees to Google Workspace from form responses and notify Microsoft Teams" workflow automates the new employee registration process. Based on the information entered in the form, employees are added to Google Workspace, and that information is notified to Microsoft Teams. This reduces manual data entry and notification tasks, enabling quick and accurate employee management.
■Recommended for ・HR personnel managing employees using Google Workspace ・Administrators collecting new employee information using forms ・IT personnel who want to streamline information sharing within the team by integrating with Microsoft Teams ・Business owners who want to reduce manual employee registration and promote business automation
■Notes ・Please integrate Yoom with both Google Workspace and Microsoft Teams. ・【Google Workspace】is an app available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections set in the flow bot will result in errors, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions. ・Microsoft365 (formerly Office365) has a home plan and a general corporate plan (Microsoft365 Business), and if you are not subscribed to the general corporate plan, authentication may fail.
■Overview The "Add employees to Google Workspace from form responses and notify Slack" workflow streamlines the hiring process. With Yoom, you can easily achieve this flow without programming, enabling seamless integration between apps.
■Recommended for ・HR personnel collecting new employee information using forms ・Small business owners or managers spending time on manual employee registration and team notifications ・HR team members looking to automate the hiring process and improve operational efficiency ・Startup companies aiming for smooth onboarding of new employees ・Those who have already implemented Google Workspace and Slack and want to optimize their workflow by integrating them
■Notes ・Please integrate Yoom with both Google Workspace and Slack. ・Google Workspace is available only with the Team Plan and Success Plan. If you are on the Free Plan or Mini Plan, the operations and data connections set in the flow bot will result in errors, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use the restricted apps.
■Overview When managing tasks and sharing information in Notion, manually notifying Google Chat for each update is time-consuming and carries the risk of missed notifications. If important information sharing is delayed or overlooked, it can often hinder business operations. By using this workflow, when information is added or updated in a Notion database, a notification is automatically sent to Google Chat, resolving these information-sharing challenges.
■Recommended for ・Those who manually notify Google Chat each time for information managed in Notion ・Those who want to eliminate mistakes such as missed notifications or delays caused by manual notifications ・Managers who want to make information sharing within the team smoother and keep projects moving smoothly
■Notes ・Please connect both Notion and Google Chat with Yoom. ・For the trigger, you can choose activation intervals of 5, 10, 15, 30, or 60 minutes. ・The minimum activation interval varies by plan, so please note. ・Integration with Google Chat is only available for Google Workspace. For details, see below. https://intercom.help/yoom/en/articles/6647336 ・Branching is a feature (operation) available on the Mini plan and above. On the Free plan, operations configured for the flow bot will result in errors, so please be aware. ・Paid plans such as the Mini plan offer a two-week free trial. During the free trial, you can use apps and features (operations) that are otherwise restricted.
■Overview This is a flow that notifies Teams when information is added to any Notion database.
■Notes ・Please link Yoom with both Notion and Microsoft Teams. ・Branching is a feature (operation) available on the Mini Plan or higher. If you are on the Free Plan, the operations set in the flow bot 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 features (operations). ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Microsoft365 (formerly Office365) has both a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview The 'Organize and summarize meeting minutes created in Notion with Gemini' workflow is an automated process to streamline the creation and sharing of meeting minutes after meetings. Gemini efficiently organizes and summarizes the detailed meeting information recorded in Notion and automatically updates it with the latest information.
■Who should use this template: - Team leaders or project managers managing meeting minutes in Notion - Those who want to quickly organize and summarize meeting minutes - Members of companies or organizations aiming to improve information sharing efficiency - Those who want to smoothly carry out follow-ups and information transmission after meetings - Business personnel who spend time updating meeting minutes manually - Those who want to focus on other important tasks by reducing effort through automation - Those using Notion and Gemini but facing challenges with integration - Those who want to strengthen integration with an easy-to-set-up workflow
■Notes - Please connect Notion and Gemini respectively with Yoom. - By using triggers with Chrome extensions, you can directly activate triggers from within Notion. - Please refer to the following for the trigger setup method using Chrome extensions. https://intercom.help/yoom/ja/articles/8831921
■Overview The "Organize and summarize meeting minutes created in Notion using ChatGPT" flow is a business workflow to streamline the creation and management of meeting minutes. It reduces the burden of creating meeting minutes and enables efficient information sharing.
■Who we recommend this template for: ・Those who manage meeting minutes in Notion but find it time-consuming to organize and summarize them. ・Those who find it challenging to manually organize detailed meeting minutes each time. ・Team leaders and project managers who want to share meeting content in an easy-to-understand manner. ・Those who want to smoothly share minutes and make decisions. ・Executives and managers who want to efficiently manage and update the content of minutes. ・Those who want to streamline regular meeting minute creation tasks. ・Those who want to automate tasks using AI and spend time on other important tasks. ・Those who want to focus on creative tasks.
■Precautions ・Please link Notion and ChatGPT with Yoom. ・By using the trigger with the Chrome extension, you can start the trigger directly from Notion. ・Please refer to the following for the setting method of the trigger using the Chrome extension. https://intercom.help/yoom/ja/articles/8831921
■Description The "Use AI to organize, summarize, and update meeting minutes created in Notion" flow is a business workflow that streamlines the management of meeting minutes after meetings. Yoom's AI function automatically organizes and summarizes the meeting minutes entered into Notion and updates them to the latest state. This allows you to maintain high-quality meeting minutes without hassle and facilitate smooth information sharing across the team.
■Recommended for: ・Team leaders who manage meeting minutes using Notion but find organizing and summarizing time-consuming ・Project managers who want to efficiently share the contents of meeting minutes and facilitate smooth information sharing across the entire team ・Executives and administrative personnel who want to automate the creation of meeting minutes after meetings to improve business productivity
■Notes: ・Please connect Notion with Yoom. ・By using the trigger with the Chrome extension, you can directly activate triggers from Notion. ・Please refer to the following for information on setting up the trigger using the Chrome extension: https://intercom.help/yoom/ja/articles/8831921
It is expected that the integration of the app will allow for easy access to related information.
Benefits of Integrating Google Workspace with Notion
Benefit 1: Centralized Management of Employee Information!
By integrating Google Workspace with Notion, you can centralize employee information. For example, by synchronizing data from Google Sheets or Google Drive with Notion, you can automate updates and consolidate information scattered across different tools into one place, making it easier to check and modify, which is expected to improve work efficiency.
Benefit 2: Smooth Operations through Automation!
The integration of Google Workspace and Notion allows you to automate tasks related to recruitment and employee management. For instance, when a new employee is registered, you can automatically add them from Google Forms to a task in Notion, reducing manual input work and enabling smoother operations.
Conclusion
With the integration of Google Workspace and Notion, not only can you manage employee information collectively, but you can also improve work efficiency.
With Yoom, you can easily set it up without programming knowledge, so anyone can start right away. Use this article as a reference, and from the form below, implement it for free for two weeks to help improve work efficiency!
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