How to add an employee to SmartHR when an employee is registered in Google Workspace through the integration of Google Workspace and SmartHR

Google Workspace and SmartHR are essential tools for managing employees.
However, manual data entry can be time-consuming and prone to errors.
How much could we reduce the workload if we could streamline the traditional employee data registration process?
This article introduces how to automate employee data registration using Yoom.
Let's incorporate automation into our work and reduce the daily workload.

Recommended for

‍・HR personnel using Google Workspace and SmartHR
・Those who manually enter employee data and want to reduce work time
・Managers who want to reduce HR errors and improve data accuracy
・Those who feel challenged by information integration in companies using multiple systems
・Those aiming to reduce the burden on the HR and labor departments

Benefits and Examples of Integrating Google Workspace and SmartHR

1. Reducing the Burden on HR and Labor Departments

Integration of Google Workspace and SmartHR automates employee data management.
This eliminates the need to update data across multiple systems, reducing the burden on HR and labor departments.
For example, the effort previously spent on employee data registration could be redirected to recruitment activities and talent development.
The quality of work for HR and labor department staff may improve, potentially increasing the overall productivity of the organization.

2. Shortening Work Time

By automatically adding information to SmartHR when employee information is registered in Google Workspace, the time spent on manual data entry can be reduced.
For instance, when new employees join, there was a need to manually register and add a lot of employee data, which took time.
With this automation, the same information can be added to SmartHR just by entering it in Google Workspace, potentially shortening work time.

3. Reducing Errors

Introducing this automation flow reduces manual input tasks, decreasing errors such as input mistakes and data discrepancies.
When employees are registered in Google Workspace, the information is directly reflected in SmartHR, eliminating discrepancies in data management across both systems.
For example, HR and labor department staff previously needed to verify whether incorrect information was registered in different apps to ensure employee information and salary data were accurate.
By automating data registration and addition tasks, input and transcription errors can be minimized, potentially reducing the risk of incorrect information affecting payroll calculations.

[About Yoom]

Now, let's create a flow bot using the template "Add employees to SmartHR when they are registered in Google Workspace".

How to Create a Google Workspace and SmartHR Integration Flow

The process to complete the flow will proceed as follows.

・Connect Google Workspace and SmartHR to My Apps
・Copy the template
・Set triggers in Google Workspace and configure SmartHR
・Turn on the trigger and confirm the actual launch

Now, let's proceed with the new connection of the apps to be integrated.

・Connect Google Workspace and SmartHR to My Apps

(1) After logging into Yoom, select "My Apps" from the left column and choose "+ New Connection".

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(2) From the list of new connections in My Apps, click on Google Workspace.
Click "Sign in with Google" on the displayed screen.

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(3) You will transition to a screen to select an account, so choose the account you want to link from the management accounts on the right.
After selection, you will transition to the sign-in screen, so please complete the authentication.

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(4) The first connection to Google Workspace is now complete.

・Integration with Google Workspace and AI features (operations) are only available with the Team Plan and Success Plan. For Free Plan and Mini Plan, the operations and data connections of the flow bot set will result in an error, 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 restricted apps and AI features (operations).

(5) Next, perform the app integration for SmartHR (OAuth).
Select SmartHR (OAuth) in the same way as registering Google Workspace to My Apps.
(For SmartHR, both 'SmartHR' and 'SmartHR (OAuth)' will appear in the search results, but connect to 'SmartHR (OAuth)'.)

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(6) Enter the "subdomain" of the SmartHR (OAuth) to be linked and click [Add].

After clicking, you will move to the My Apps screen of the Yoom account with the two apps added.
Now, the two apps have been connected to the Yoom account.

・Copy the Template

After confirming that the new connection of the target app to the Yoom account is complete, click the icon for "Try this template" below.

The template will be copied, so please click the "OK" button.

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Please move to the "My Projects" screen of your Yoom account and check the template content.

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There are three setup flows.

・Google Workspace Trigger Setup

(1) First, set up the Google Workspace app trigger.

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From "My Projects" on the left side of your Yoom account screen, click "【Copy】Add an employee to SmartHR when an employee is registered in Google Workspace".

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After clicking, the template content will be displayed as shown in the following screen.

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(2) First, click on the trigger "When a user is registered".

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(3) Enter the account information to be linked and click [Next].
On the next screen, click [Test] and if there are no issues, click [Next].

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(4) On the next screen, send a Webhook event or execute the trigger event.
Proceed with the operation according to the annotations.

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(5) After completing the operation, click [Test] and if there are no issues, click [Save].
In this step, you can obtain information as output as shown below.
The output information can be quoted and utilized in the subsequent steps, as noted in "This value can be used in other operations."

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(6) Click on the second action "Search User".

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On the next screen, confirm that the Google Workspace account information is entered and click [Next].

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(7) On the next screen, select "Search Item" from the dropdown.
This time, specify 'Email Address'.

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(8) In the "Keyword" field, click the input bar to quote the information obtained in the previous step as output, as shown in the following screen.
(In this example, 'User's Email Address' is quoted and set.)

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(9) After entering the information, click [Test] and if there are no issues, click [Save].

・SmartHR Setup

(1) Finally, click on the third action "Register Employee".

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(2) Enter the account information to be linked and click [Next].

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(3) On the next screen, enter information in fields such as "Office ID".
As shown in the following screen, when you click the input bar, information based on the account is displayed as 'candidates', and you can quote that information.

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(4) Scroll down and enter information in fields such as "Employment Status", "Last Name", and "First Name".
As shown in the following screen, you can quote and select outputs by clicking the input bar.

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(5) You can also quote information from 'candidates' for "Department" and "Custom Fields".
Since there are many setting items, actively utilize the output information obtained from the previous steps.

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(6) After entering information in the required fields, click [Test] and if there are no issues, click [Save].
This completes the setup.

・Turn on the Trigger

By clicking the red frame part "Turn on Trigger" in the following screen, the flow bot will start automatically.

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Here is the template used this time

Other Automation Examples Using Google Workspace

There are other examples of automation using Google Workspace available on Yoom, and here are a few of them.

Notify Slack When a New User is Registered in Google Workspace

This flow allows you to automatically notify Slack with details when a new user is registered in Google Workspace.
It enables quick sharing of registration completion within the team and helps maintain information accuracy by creating shared information with quoted details from the notification.

Add employees to JoSyst once they are registered in Google Workspace

When registering a user in Google Workspace, the user registration in JoSyst is automatically completed, eliminating the need to transfer employee information to different applications.
This saves time and effort in the registration process, contributing to reducing the burden on HR personnel.

Add employees to Kaonavi when they are registered in Google Workspace

This is a recommended flow for those who want to integrate employee data managed in Google Workspace with their HR system.
When a user is registered in Google Workspace, the member registration in Kaonavi is automatically completed.
This can help reduce the time spent on registration tasks and decrease human errors such as transcription mistakes.

Summary

By integrating Google Workspace and SmartHR as introduced this time, automation of employee addition tasks can be achieved.
This will reduce the burden on HR and labor department staff, contributing to shorter work times and fewer errors.
As a result, employee work styles may improve, potentially enhancing the quality of operations across the entire organization.

Since it can be easily implemented with no code, please take advantage of Yoom to experience automation through app integration.