How to integrate Microsoft Teams with AKASHI to automatically record timestamps in AKASHI when a specific message is posted in Microsoft Teams

Step 1. Register User IDs of Each App in Yoom's Database

Before starting the flow, you need to register the sender member account from Microsoft Teams and the AKASHI API key in Yoom's database.
In this case, as shown in the image, the sender's name for attendance reporting in Microsoft Teams was registered in the "Chat Tool Unique Key".
Similarly, the API token obtained from AKASHI was registered in "AKASHI (API Token)".
If you are managing attendance for multiple people, please register accounts for each person.

Step 2. Integrate Microsoft Teams and AKASHI with My Apps

Integrate Microsoft Teams and AKASHI with My Apps.
After logging into Yoom, click "My Apps" on the left side of the screen and search for Microsoft Teams from "+ New Connection".

After the Microsoft page is displayed, sign in with the account you want to use.
*Microsoft 365 (formerly Office 365) has both a home plan and a general business plan (Microsoft 365 Business), and if you are not subscribed to the general business plan, authentication may fail.
Next, search for AKASHI from "+ New Connection".

For detailed instructions on integrating AKASHI with My Apps, please check here.
After entering the account name and access token, click "Add" to complete the integration with My Apps.

Next, let's copy the flow bot template.
Log in to Yoom and click "Try it" on the banner.

When the message "Template has been copied!" appears, click "OK" to complete the copy.

Step 3. Set the Microsoft Teams Trigger

Next, set the trigger for Microsoft Teams.
Click "When a message is sent to a channel".

Next, check the "Account information to integrate with Microsoft Teams".
You can freely edit the title, but keep the trigger action as it is, and click "Next".

Set up the API connection settings.
You can select the "Trigger interval" from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
※ Please note that the shortest trigger interval varies depending on the plan.

Select the "Team ID" and "Channel ID" from the suggestions displayed when you click the field.
Then, send a message like "I have arrived" in the relevant channel and click "Test".

Check the retrieved information displayed in the output and click "Save".

Step 4. Set the Branch

Next, check the branch settings for the trigger.
Click "Command Operation".
※ Branching is a feature available with the Mini Plan or higher. If you are on the Free Plan, the operation of the flow bot you have set 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 AI features (operations).

Click "Output" and select "Message Content".
You can set detailed conditions in "Branch Conditions". This time, we set the condition that if the text "arrival" is included in the message content, it will branch.
By customizing the branch settings and AKASHI's action content, you can also handle clock-out and break punches.
Once you have completed these settings, click "Save".

Step 5. Set Record Retrieval

Next, set up the retrieval of records from Yoom's database.
Click "Retrieve Records".

Select the database where the records are stored from "Database Integration".

"Project" is displayed at the bottom of My Apps.
Click the project to display the "Database".
After clicking the relevant database, "Table" is displayed at the top of the screen.
Refer to the image and check the relevant items and set them.
Once the settings are complete, click "Next".

Next, specify the "Conditions for the records you want to retrieve".
This time, we set the condition that "the chat tool unique key stored in the database is equal to the message sender's ID" as shown in the image.
Click the field on the far right to display suggestions, and select "Sender Name" from the list.
Once set, click "Test".

Once the test is successful and you confirm that the information has been retrieved, click "Save".

Step 6. Set AKASHI's Action

Set AKASHI's action.
Click "Perform employee clock-in processing".

Edit the title as desired and check the account information, then click "Next" to proceed.

Set up the API connection and clock-in processing details.
Click the "API Token" field and select the AKASHI API token registered in Yoom's database from the suggestions displayed.
Enter the "Company ID" that you use to log in to AKASHI.
The "Clock-in Type" is set to arrival. If you want to customize it for clock-out or break start, change this setting item as desired.
If "Clock-in Date" and "Time" are left blank, the time when the message is sent and the trigger is activated will be recorded.
After setting each item, send a message like "I am arriving" in Microsoft Teams and click "Test".
Once you confirm that it has been automatically clocked in AKASHI, click "Save".

Click "Turn on Trigger" to complete the preparation for flow operation.
Now, when a specific message is sent in Microsoft Teams, it will be automatically clocked in AKASHI.

Other Automation Examples Using AKASHI

There are many other examples of automation using AKASHI in Yoom, so here are a few.

1. Register Employee Information in AKASHI When Registered in Notion

When employee information is registered in Notion, the data is automatically registered in AKASHI as well. This ensures consistency in employee data and eliminates the need for manual data entry.

2. Update AKASHI information when employee information is updated in kintone

When employee information is updated in kintone, it is automatically updated in AKASHI as well. This helps keep the information in both systems up-to-date and enhances data reliability.

3. Detect Missed Punches from the Previous Day in AKASHI and Notify on Slack

When missed punches from the previous day are detected in AKASHI, an automatic notification is sent to Slack. This allows the person in charge to quickly identify attendance issues and smoothly handle requests for punch corrections.

Summary

By integrating Microsoft Teams with AKASHI, automation of attendance management can be achieved, offering numerous benefits such as reducing human errors and labor management costs.
It alleviates the burden not only on employees but also on management, supporting the efficiency of operations across the entire organization.

Yoom's app integration can be easily implemented without the need for programming. Take this opportunity to experience the efficiency improvements through automation.