How to integrate SmartHR with Google Chat to add employee information registered in SmartHR to Notion and notify via Google Chat

As companies grow and times change, employee management becomes increasingly complex.
In particular, updating and sharing employee information is an essential task that never goes away.
Various tools can be utilized to streamline these tasks.

This time, we will introduce how to automatically add employee information registered in SmartHR to Notion and notify it via Google Chat.
SmartHR is a powerful tool for streamlining HR and labor operations, and by using Google Chat, the entire team can access important information in real-time.
By integrating, information consistency is maintained, leading to improved operational efficiency.
So what are the specific benefits of integrating these two apps?

Benefits of Integrating SmartHR and Google Chat

Benefit 1: Automatic Notification When Employee Information is Updated‍

When employee information is updated in SmartHR, it is simultaneously notified in Google Chat.
This allows the latest employee data to be shared with the entire team in real-time, preventing information delays and reflection errors.
Especially in large organizations, manual information updates are cumbersome and prone to errors, so this automation improves efficiency while maintaining accuracy.
Additionally, timely sharing of important information such as employee transfers or position changes allows for appropriate responses without delay.‍

Benefit 2: Easier Real-Time Communication‍

With the latest information from SmartHR being notified in real-time on Google Chat, each member can always grasp the latest situation.
This enables quick responses based on information, allowing operations to proceed smoothly.
Moreover, real-time sharing of important events such as employee onboarding or transfers allows the entire team to respond with a sense of unity.
Furthermore, feedback and discussions on Google Chat become more active, improving problem-solving speed.‍

Benefit 3: Streamlined Task Management‍

When new employees are added and their information is notified on Google Chat, the person in charge can immediately start the necessary actions.
This prevents tasks from being overlooked or delayed, improving operational efficiency.
Additionally, if integrated with other apps to track task progress in real-time, the productivity of the entire team improves.
With streamlined task management, managers can focus more on strategic and specialized tasks.

What is Yoom?

It allows integration with the SaaS tools you are using without any coding.
No specialized knowledge is required. You can create flow bots by simply entering and selecting the necessary information for the setup.
You can try it for free for two weeks, so please take this opportunity to use it.
If you do not have a Yoom account, you can easily create one from the Yoom account creation page. You can start in 30 seconds!
For basic operations of Yoom, please refer to Getting Started with Yoom.
Also, Yoom offers templates, so please try using them!

How to Create a Flow for Integrating SmartHR and Google Chat

We have introduced the benefits so far.
Now, let's quickly integrate the two apps using Yoom!
‍"Add Employee Information Registered in SmartHR to Notion and Notify Google Chat" We will explain how to create a flow bot.
This time, we will not only notify Google Chat but also accumulate data in Notion!

Step 1: Integrate My Apps

‍First, connect the SmartHR you are using with Yoom.
Select My Apps → New Connection → SmartHR from the left side of the Yoom page.
Search for it in the app list or search by app name.
Please refer to the help page and register.

Next, integrate Notion.
When the following screen appears, enter your email address and password.

Once logged in,

Select a page
Check the page you want to access
Grant access

Please do so.
The integration with Notion is now complete.
Finally, integrate Google Chat.
Select Google Chat (OAuth) and configure it while referring to this guide.
*Integration with Google Chat is only possible with Google Workspace.
For more details, click here.

It's okay if the three apps are displayed in My Apps.

Step 2: Set the Trigger

‍This time, we will use the available template.
When you open the template page, the following screen will appear, so click on "Try this template".
If you are using Yoom, log in, and if you are new, please register as a member.
Proceed as is, and the template will be copied to your workspace and ready to use.
You can rename the template if necessary.
Click on "My Projects" on the left, and you will find the template you just copied.
Click on the ellipsis (...) on the right side of the template and select "Edit".

Now, let's set the app trigger.
Select "When an employee is newly registered".

Check the account information to be linked, keep the trigger action as is, and proceed to the next step.

Trigger interval → You can choose from 5 minutes, 10 minutes, 15 minutes, 30 minutes, or 60 minutes.
* The selection of intervals varies depending on the plan.
Tenant ID is the "●●●●●●" part in the management screen URL "https://●●●●●●.smarthr.jp".
Test → Save if the test is successful.

‍Step 3: Set the Action

‍Next, let's set the action.
Click on "Store employee information".

Please select the database ID from the options.

Select the value of the record to be added from the output.
The progress status is set to new registration.
This time, we set it up as follows.
Again, test → Save if the test is successful.

Finally, set up "Notify Google Chat".
On the "Select linked account and action" screen, if there is no mistake in the linked account, proceed to the next step.
The action can remain as is.
The following screen will appear, so configure the fields marked as required.

Space ID
Key
Token field

There is a note below, so please refer to it for input.
Set the message content to the content you want to notify.
This time, we set it up as follows.
Test → Save if the test is successful.

Finally, turn on the app trigger to complete.
Thank you for your hard work!

Advanced Integration Flow of SmartHR and Google Chat

This time, we introduced a "Flowbot that adds employee information registered in SmartHR to Notion and notifies Google Chat."
It's tedious to repeatedly enter employee information into multiple apps, isn't it?
By automating the process, you can reduce not only the effort of inputting but also the chances of errors, and you can ensure that the information is shared with your team.
At Yoom, we also offer other templates using SmartHR and Google Chat.
We will introduce them, so please try them out from below.

‍"When there is a response to the form, create an employment contract, register it in SmartHR and Microsoft Excel, and notify Microsoft Teams."
The registration form for new employee information serves as a trigger, allowing you to automate administrative processes such as issuing employment contracts based on the information entered there.
Once the employment contract is ready, it will also be sent via email, which is very helpful during the busy onboarding period.

Summary

By integrating SmartHR with Google Chat, automatic updates and notifications of employee information become possible, leading to more active real-time communication.
Task management becomes more efficient, and the overall productivity of the team improves.
With Yoom, you can easily set up the integration without any programming expertise, making it accessible for anyone to start.
By utilizing the templates introduced in the advanced section, you can create automation flows tailored to your business needs.

Yoom supports your business efficiency.