How to synchronize employee information registered in kintone with the Toyokumo Safety Confirmation Service 2 by integrating kintone with the Toyokumo Safety Confirmation Service 2.

The safety confirmation service is a convenient service that allows for the sharing of information such as employee safety confirmation and countermeasure instructions in times of emergency. With the government recommending the formulation of BCPs and mandating them in some businesses, many companies are likely to have implemented this service.

To effectively utilize the safety confirmation service, it is necessary for employee information to be accurately registered. If there are omissions or delays in registration, or if there are errors in the registered information, there is a risk of being unable to contact employees when it is most crucial.

This article introduces a method to automatically synchronize employee information registered in kintone with the Toyokumo Safety Confirmation Service 2. By linking with a database that ensures accurate registration upon employee onboarding, it prevents omissions in registration to the safety confirmation service. Additionally, automatic reflection helps reduce transcription errors.

Benefits of Integrating kintone with Toyokumo Safety Confirmation Service 2

Efficiency Improvement

Automatic synchronization of information eliminates the need for manual data entry and transcription. This allows safety management personnel to reduce the time spent on registration tasks. Even when multiple employees join simultaneously, linking registration with onboarding procedures can reduce workload and prevent omissions in registration to the safety confirmation service. Since emergencies like disasters can occur unexpectedly, ensure that registration is completed in time to avoid communication issues.

Reduction of Human Errors

By eliminating the need for transcription or re-entry of employee information, human errors such as input mistakes or omissions can be reduced. Contact information like email addresses and phone numbers are particularly important data for safety confirmation. With integration, employee information managed in kintone is automatically reflected in the Toyokumo Safety Confirmation Service 2, enhancing the accuracy of information.

For efficient safety management operations, we recommend integrating the two applications. You can easily set it up using Yoom.

[What is Yoom]

How to Create a Flow for Integrating kintone with Toyokumo Safety Confirmation Service 2

Let's proceed with setting up the integration and automation of workflows between kintone and Toyokumo Safety Confirmation Service 2.

Using a template, we will introduce the steps to create a workflow for "registering employee information in Toyokumo Safety Confirmation Service 2 as registered in kintone."

Before You Start

1. Prepare a database application in kintone to manage employee information.

2. Log in to Yoom.

3. Click the "Try it out" button below to copy the template in Yoom.

Step 1: Integration of kintone and Toyokumo Safety Confirmation Service 2 with My Apps

* If you have already completed the app integration, please proceed to Step 2.

1. Select "My Apps" from the left menu and click "+ New Connection" on the right side of the screen.

2. From the new connection list in My Apps, select kintone and Toyokumo Safety Confirmation Service 2 respectively, and integrate the apps.
* Reference: How to Register kintone My Apps
* An API authentication token is required for the integration of Toyokumo Safety Confirmation Service 2. Please refer to the "How to Issue an API Authentication Token" in this official operation guide article. The token can be issued with system administrator privileges in specific plans of Toyokumo Safety Confirmation Service 2.

Next, copy the template to My Project and create a Flowbot.
If you haven't copied it yet, please copy the Flowbot template from below.

1. Hover over the banner and click "View Details"
2. Click "Try this template" on the redirected page
3. Register for Yoom. If you have already registered, the login screen will be displayed, so please log in.

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Step 2: Setting up a trigger that activates when a kintone record is added

1. Open the copied template.
　* You can change the title from the red-framed section in the image below.

2. Click on the Flowbot's "App Trigger: When a record is registered (Webhook activation)".

3. Set up "Select Integration Account and Action".
　Change the title as needed and click "Next".

4. Set up the Webhook event reception for the app trigger.
　Refer to the instructions and precautions to set it to activate when a record is added.
　* Reference: Setting up Webhook in kintone

　* The image below is an example of input in the kintone Webhook settings screen.

5. Click "Test".

6. If the test is successful, click "Save".

Step 3: Setting up an action to retrieve kintone record information

1. Click on the Flowbot's "Operate Database: Retrieve Record".

2. Select the integration account and action.
　・Title: Can be changed as needed.
　・Database Integration "App ID": Enter or select the ID of the app that manages employee information.

3. Click "Next".

4. Set the detailed settings for database operations.
　Set the conditions for the records you want to retrieve using the output obtained in Step 2.
　* The image below is an example of input.

　* The image below is an example of output reference. When you click the input field, candidates will be displayed, so please select the target item.

5. Click "Test".

6. If the test is successful, click "Save".

Step 4: Setting up an action to add users to the Toyokumo Safety Confirmation Service 2

1. Click on the Flowbot's "Integrate with App: Add User".

2. Select the integration account and action.
　Change the title as needed and click "Next".

3. Set up the API connection.
　Enter/select each item.
　* You can use the output obtained in Step 3.
　* The image below shows some of the input items, and the entered output is an example.

　* The image below is an example of output reference.

4. Click "Test".

5. If the test is successful, click "Save".

This completes the flow "Register employee information registered in kintone to Toyokumo Safety Confirmation Service 2".
Switch the trigger of the saved flow to "ON" to activate it.

The Flowbot template used this time
Register employee information registered in kintone to Toyokumo Safety Confirmation Service 2

Other Automation Examples Using kintone and Toyokumo Safety Confirmation Service 2

There are many other examples of automation using kintone and Toyokumo Safety Confirmation Service 2 on Yoom, so here are a few introductions.

1. This is a flow to add a user to Toyokumo Safety Confirmation Service 2 when employee information is added to Google Sheets. Even if employee information is managed in Google Sheets by departments or group companies, user addition can be automated. Please use it in conjunction with kintone's flow to assist with safety confirmation.

2. This is a flow for updating user information in the Toyokumo Safety Confirmation Service 2 when employee information is updated in Google Sheets. Even if there are changes to phone numbers or email addresses, you can rest assured during emergencies as long as the data is kept up-to-date. Reduce transcription errors and improve the consistency of contact data with automatic synchronization.

3. This is a flow for creating employee information in freee HR when a record is registered in kintone. By automatically synchronizing employee data with the HR system, you can smoothly start attendance management. Even during periods with many new hires, it can reduce the burden on HR personnel.

Summary

We introduced a method to integrate kintone and Toyokumo Safety Confirmation Service 2 using Yoom, which automatically synchronizes data when employee information is registered. By linking the registration of employee information during the onboarding process with the user registration of the safety confirmation service, it is expected to reduce the workload of the person in charge and improve data reliability by decreasing human errors. Consider implementing this integration to facilitate smooth safety confirmations in emergencies.