How to integrate SmartHR with Microsoft Excel to add employees to the employee management sheet in Microsoft Excel when they are registered in SmartHR

When there are multiple departments, aren't you using multiple tools?
However, to unify the information, manual input into each tool is required, which can be cumbersome.
In such cases, let's automate by integrating SmartHR with Microsoft Excel!
This article will detail how to integrate SmartHR with Microsoft Excel to automatically add employees to the Excel management sheet once they are registered, and the benefits of doing so.

Let's start by introducing the specific benefits this integration brings.

Benefits of Integrating SmartHR with Microsoft Excel

Benefit 1: Centralized Management and Real-Time Updates of Labor Data

When an employee is registered in SmartHR, they are automatically added to the Microsoft Excel management sheet, allowing for centralized data management. This eliminates the need for manual input in Excel and ensures that the latest employee information is reflected in real-time, preventing data delays and input errors.
This is particularly useful when sharing information across multiple departments or teams, as it allows work to be done with the most up-to-date data, benefiting business operations.

Benefit 2: Increased Operational Efficiency by Reducing Manual Work

By automating the registration of employee information, the effort required for manual input into Excel is significantly reduced.
This improves data accuracy, reducing the time needed for corrections and verification later, and is expected to enhance overall operational efficiency. The time saved can be allocated to other tasks, allowing for more relaxed work!

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How to Create a SmartHR and Microsoft Excel Integration Flow

Now, let's create a flow together using a template to "add employees to the Microsoft Excel management sheet when they are registered in SmartHR"!

The template used this time can be copied by clicking "Try it" on the banner below.

Before Getting Started

First, if you do not have a Yoom account, please issue an account from the Yoom Account Issuance Page. You can start immediately!
Also, please check Getting Started with Yoom for basic operations of Yoom.

Step 1: Register SmartHR and Microsoft Excel to My Apps

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

(2) Click on SmartHR from the list of new connections in My Apps.
(3) On the new registration screen for SmartHR, enter the account name and access token, then click "Add".
For the method to register SmartHR to My Apps, please check the following site. ‍

How to Register SmartHR to My Apps

(4) Next, proceed to link Microsoft Excel. Similarly, click on Microsoft Excel from the new connection list in Yoom.
(5) A sign-in screen will appear. After entering your account, click "Next".

Once the integration is complete, SmartHR and Microsoft Excel will be registered in Yoom's My Apps.
This completes the My Apps registration.
Next, let's set up triggers using templates!

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 an employee is newly registered (Webhook trigger)".

(2) From the SmartHR "Select Integration Account and Action" screen, check the account information to be integrated with SmartHR, keep the trigger action as "When an employee is newly registered (Webhook trigger)" and click "Next".

(3) From the "App Trigger Webhook Event Reception Settings" screen, copy the Webhook URL and configure it in the SmartHR management screen.

Once the setup is complete, click "Test" and if no errors occur, click "Save" at the bottom.

Step 3: Operate the Database

(1) Next, operate the Microsoft Excel database.
Click "Add Record".

(2) From the "Database Integration" screen, check the account information to be integrated with Microsoft Excel, and keep the execution action as "Add Record".

Scroll down and enter the file storage location, site ID, file name (optional), item ID, sheet name, and table range.
・File Storage Location: Select from the dropdown
・Site ID: Select from the options
・File Name (Optional): Enter directly
・Item ID: Select from the options
・Table Range: Enter directly

Once the input is complete, click "Next".
(3) From the "Database Operation Detailed Settings" screen, select each item from the output.

Once the selection is complete, click "Test" and if no errors occur, click "Save".
(4) Finally, change the email trigger from OFF to ON.

This completes the flowbot "When an employee is registered in SmartHR, also add them to the Microsoft Excel employee management sheet".

Other Automation Examples Using SmartHR and Microsoft Excel

At Yoom, we have many other examples of automation using SmartHR and Microsoft Excel, so let me introduce a few.

1. Notify Microsoft Teams When an Employee is Registered in SmartHR

The template introduced earlier was "Add to the Microsoft Excel employee management sheet when an employee is registered in SmartHR," but this template automatically sends a notification to Microsoft Teams when an employee is registered in SmartHR. It is recommended for those who want to share new member information with the team.
Additionally, you can freely customize the recipient and the content of the message.

2. Issue Google Accounts When Employees Are Registered in SmartHR

If there are multiple new employees, isn't it cumbersome to issue accounts manually?
By using this template, you can automatically issue Google accounts when employees are registered in SmartHR. Furthermore, by adding a communication tool to this template, you can also notify that the account has been issued.

3. Register Google Form responses in Microsoft Excel

This template is recommended for those who want to centrally manage information in Microsoft Excel.
By linking Google Forms with Microsoft Excel, when responses are entered into Google Forms, the information is automatically reflected in Microsoft Excel. This is expected to reduce the effort of transferring the contents of Google Forms to Microsoft Excel.

If you want to see more templates for SmartHR and Microsoft Excel, please check the site below!

List of Flowbot Templates Using SmartHR ‍

List of Flowbot Templates Using Microsoft Excel

Summary

By integrating SmartHR and Microsoft Excel, labor management seems to become smoother and more accurate!
With a significant reduction in manual work and immediate access to the latest data, overall work efficiency is likely to improve.

Yoom is a no-code tool, so it is expected to easily automate and significantly reduce the workload.
If you want to use the same data across multiple departments or reduce manual input work, please try Yoom!

You can try it for free for two weeks using the form below.

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