How to integrate SmartHR with Kaonavi to add employees to the Kaonavi employee management table when they are registered in SmartHR

In the HR department, some companies may use various tools to manage employee information.
For example, if labor management is done with SmartHR and personnel evaluations are managed with Kaonavi, there will be repetitive tasks of entering the same information multiple times.
To eliminate this hassle, why not integrate SmartHR and Kaonavi to automate data entry and reduce the burden of administrative tasks?
This article introduces how to easily integrate apps and create workflows using Yoom, which allows even those without programming skills to connect apps without code.
Please take a look.

Benefits of Integrating SmartHR and Kaonavi

First, let's introduce the benefits of integration.

Benefit 1: Reduce Data Entry Work

Since the information registered in SmartHR is automatically added to Kaonavi, data entry work can be reduced.
Without integration, there is the task of entering data twice, which is time-consuming and labor-intensive.
Additionally, if there are many new hires, human errors such as input mistakes or omissions may occur.
By integrating SmartHR and Kaonavi, you can shorten the time spent on data entry and allocate more time to other important tasks such as recruitment and labor management.
As a result, administrative work may become more efficient, potentially improving productivity.

Benefit 2: Maintain Data Accuracy

It becomes possible to keep employee information fresh whenever you check it.
With manual input, the timing of data entry is not consistent, making it difficult to know which tool has the latest data, and it may be challenging for the entire team to access accurate employee information.
By integrating SmartHR and Kaonavi, data is automatically registered, reducing discrepancies and allowing you to always check accurate employee information.
As a result, you can reduce the administrative work related to the onboarding process of new employees, allowing you to dedicate more time to important tasks such as talent development.

[What is Yoom]

How to Create a SmartHR and Kaonavi Integration Workflow

Now, let's explain while creating a flow bot for "When an employee is registered in SmartHR, add them to the employee management table in Kaonavi".
Simply set the trigger and action to complete the flow bot!
If you are unsure about the operation, try operating while looking at the screen together.

First, click the banner below to copy the template used this time to your Yoom workspace.

When clicked, you will be transferred to Yoom's template site.
Scroll down the screen and click "Try this template".
Once a popup saying "Copy completed" appears, you're done.
The copied template is saved in My Projects!

Step 1: Register My App

Before setting up the flowbot, you need to link Yoom with the app.
Click My Apps at the top left of Yoom's workspace and select New Connection.

Let's link SmartHR with Yoom.
In the New Connection screen of My Apps, search for and select SmartHR.
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Enter the subdomain and click Add.
For detailed instructions on registering My Apps with SmartHR, please refer to here.

Next, link Kaonavi with Yoom.
As before, click My Apps → New Connection in that order.

In the New Connection screen of My Apps, search for and select Kaonavi.

Enter the account name and API token, then click Add.
For detailed instructions on registering My Apps with Kaonavi, please refer to here.

This completes the registration of My Apps.

Step 2: Set SmartHR App Trigger

Now, let's proceed with the flowbot settings by clicking "When a new employee is registered".

1. Select Linked Account and Action

・You can change the title.
・Verify that the account information linked with SmartHR is correct and click "Next".

2. Set Webhook Event Reception for App Trigger

・Copy the displayed Webhook URL and set it in SmartHR's admin panel.
・Execute the Webhook event (register a new employee) and perform a test.

・If the test is successful and SmartHR's information is obtained as output, save it.
・The output obtained this time will be needed later when adding information to Kaonavi.

Step 3: Set Kaonavi Action

Next, set up the registration of information in Kaonavi.
Click on the "Register Member" item displayed on the screen to proceed with the setup.

1. Select Linked Account and Action

・You can change the title.
・Verify that the account information linked with Kaonavi is correct and click "Next".

2. API Connection Settings

・Enter the employee number and name.
・When entering, select and embed from SmartHR's output as shown in the attached image.
・If there are other items you want to enter, select them from the output.
・Once entered, perform a test.
・If the test is successful and the information is added to Kaonavi, save it.

・Once set, a popup like the attached image will appear, click "Trigger ON".

This completes the flowbot setup.

Other Automation Examples Using SmartHR and Kaonavi

Yoom has many other examples of automation using SmartHR and Kaonavi, so here are a few introductions.
Examples of Utilizing SmartHR and Kaonavi
‍1. You can create a template that changes the trigger and action content so that when employee information in Kaonavi is updated, the information in SmartHR is also updated.
By utilizing Kaonavi in each department, if there is any change in the information, the information in SmartHR is automatically updated, which seems to prevent input omissions and maintain data consistency.

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SmartHR Utilization Case
2. This is a template that automatically adds new users to Google Workspace once employees are registered in SmartHR.
This automation reduces the manual effort required to add new employees to Google Workspace.

Utilization Case of Kaonavi
‍3. This is a template that allows employees registered in Kaonavi to be automatically registered in KING OF TIME.
By integrating with the attendance management tool, the administrative burden related to the onboarding process of new employees can be reduced.

Summary

By integrating SmartHR and Kaonavi, you can automate the registration process for new employees and reduce the burden of administrative tasks related to onboarding.
Additionally, it becomes easier to manage information, creating an environment that is likely to improve the efficiency of HR personnel.
If administrative tasks can be reduced, it is expected that more time can be spent on important activities such as recruitment.
Furthermore, by utilizing Yoom, you can integrate applications without any code.
It should be easy to try for those who do not have programming knowledge and were unable to integrate before.

Take this opportunity to integrate SmartHR and Kaonavi to automate the administrative tasks related to onboarding!