How to link SmartHR with KING OF TIME and register employees in KING OF TIME when they are registered in SmartHR

With the spread of work style reforms and remote work, the digitalization of human resources and labor management is rapidly advancing, and many companies are utilizing cloud services.
However, when operating several systems individually, don't you encounter issues like double data entry or information discrepancies?
Therefore, this time, we will introduce a method where by linking SmartHR and KING OF TIME, employees registered in SmartHR are automatically registered in KING OF TIME as well.
We will explain the steps to achieve this without code in detail, so if you are looking to improve operational efficiency, please read to the end.

Recommended for

Those who feel challenged in managing information using SmartHR and KING OF TIME
Those considering automating human resources and labor management tasks
Those who want to reduce manual data entry and transcription work

Benefits and Examples of Linking SmartHR and KING OF TIME

Benefit 1: Centralized Information Management

By linking SmartHR and KING OF TIME, you can centrally manage the basic information of employees.
When an employee is registered in SmartHR, the data is automatically reflected in KING OF TIME, eliminating the need for manual input into multiple systems.
This frees HR personnel from complex registration tasks, leading to improved operational efficiency.
For example, by simply registering new employee information in SmartHR, it is automatically reflected in the attendance management system, allowing for a smooth start to operations.

Benefit 2: Improved Accuracy by Preventing Human Error

By seamlessly linking attendance data and the payroll system, the need for manual data entry or transfer is eliminated, reducing the risk of human error during payroll calculations.
For instance, overtime hours and paid leave statuses are automatically reflected within the system, enabling accurate payroll payments based on the actual working conditions of employees.
This prevents mistakes and improves the accuracy of payroll calculations.
Improved accuracy also leads to employee trust and ensures transparency in labor management.

Benefit 3: Streamlining Procedures

By automatically linking new employee information from SmartHR to KING OF TIME, the entire onboarding process can be simplified.
This allows new employees to use the attendance system from day one, ensuring a smooth start to operations.
For example, the waiting time for system setup or account creation on the first day of employment is eliminated, reducing anxiety and stress for new employees.
Additionally, by reducing the burden on HR personnel, they can allocate time to other HR tasks, further improving operational efficiency.

From here, we will proceed with the setup using Yoom's template 【Register in KING OF TIME when an employee is registered in SmartHR】 as the integration flow.

[About Yoom]

How to Register Employees in KING OF TIME When They Are Registered in SmartHR

When an employee is registered in SmartHR, it is possible to automatically register that information in KING OF TIME through SmartHR's API and KING OF TIME's API. By utilizing the no-code tool Yoom, you can easily automate this process without programming knowledge.

The steps for this integration flow are broadly as follows:

Integrate SmartHR and KING OF TIME with My Apps
Copy the template
Set up triggers and actions
Finally, confirm the trigger activation

Preparation

1) First, access the official Yoom website and create an account.
Yoom Account Issuance Page
If you already have an account, please log in.

2) A subdomain is required for registering SmartHR with My Apps.
Check and save the subdomain in advance.
*The part "https://●●●●●●.smarthr.jp" in the SmartHR URL is the subdomain.
For detailed app registration methods for SmartHR (OAuth), please refer to this.
SmartHR(OAuth) My App Registration Method | Yoom Help Center

3) An access token is required for registering KING OF TIME with My Apps, so obtain it in advance.
Log in to KING OF TIME with an administrator account, and select "Others" from the settings in the management screen.

Select "Options".

At the bottom of the screen, set the KING OF TIME WebAPI settings in "External Service Integration" to "Use" and click "Integration Settings".

Select "Issue New Access Token".

In "Basic Information", write "Yoom" or similar in "Purpose", and check the data to be obtained and operated by Yoom in the "API Permission Information" section.

Add the following two IPs to the allowed IP addresses:

52.68.57.11

52.69.59.122

Press the "Register" button to issue the access token, and copy the issued access token.

For detailed app registration methods for KING OF TIME, please refer to this.
KING OF TIME My App Registration Method | Yoom Help Center (intercom.help)

Step 1: Integrate SmartHR and KING OF TIME with My Apps

1) After logging into your Yoom account, register the apps you will use next.
Click "My Apps" and select "New Connection".

2) A list of apps that can be connected with Yoom will be displayed, and search for the two apps "SmartHR" and "KING OF TIME" one by one from the search window at the top.

For SmartHR, two apps "SmartHR" and "SmartHR(OAuth)" will appear in the search results, but select "SmartHR(OAuth)".
Once you have selected SmartHR(OAuth), enter the subdomain you saved in advance and click "Add".

Similarly, select KING OF TIME, enter the account name and the access token you copied earlier, and click "Add".

3) Once registration is complete, icons will be displayed in My Apps.
Check if the icons of the registered apps are displayed.

Step 2: Copy the Template

Click this banner.

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1) First, click on the "Try this template" icon.

2) The following confirmation screen will appear, please click "OK".

Once this screen appears, the copy has been successfully completed.

After that, you can click on the title or details to edit them.
There is a "!" icon displayed on the right side, click them in order to set the operations.
The copied template is saved in "My Projects" and can be opened from there as well.

Step 3: Set the Trigger

Click on "App Trigger When Employee is Registered".

Step 4: Set the SmartHR Action

1) Select the action "When Employee is Registered" and click "Next".

2) Enter the subdomain and click "Next".

3) Send a Webhook event or execute the trigger event, click "Test", and after a successful test, click "Save".

Step 5: Set the KING OF TIME Action

1) Return to the flow and click the icon "Integrate with App Employee Registration".

2) Select the action "Employee Registration" and click "Next".

3) Enter the required information.

You can use the SmartHR output information obtained earlier to enter in the message.
Select from the options as needed, and once the entry is complete, click "Save".

This completes the flow of 【Registering an Employee in KING OF TIME when Registered in SmartHR】.

Step 6: Test and Verify

Once the setup is complete, the following display will appear, click "Turn Trigger ON".
Start the flowbot and verify that it operates correctly.

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Here is the template used this time

Other Automation Examples Using SmartHR and KING OF TIME

There are many other examples of automation using SmartHR and KING OF TIME in Yoom, so let me introduce a few.

1. Issue a KING OF TIME account and notify Workplace when an employee is registered in SmartHR
This template allows you to automatically issue an account in KING OF TIME and notify Workplace when an employee is registered in SmartHR. For example, when a new employee in the accounting department is registered, an account for the attendance management system is quickly created and notified to the entire team. This eliminates the need for manual setup work, improving operational efficiency and speeding up information sharing.

2. Issue a KING OF TIME account when an employee is registered in SmartHR
This template allows for the automatic issuance of an account in KING OF TIME when an employee is registered in SmartHR.
For example, when a new employee joins the sales department, an account for the attendance management system can be quickly created based on the registration information, eliminating the need for manual registration.
This helps prevent input errors and improves operational efficiency.

3. When an employee is registered in SmartHR, register them in PCA Cloud Payroll, KING OF TIME, and KAO Navi
This template is a system that automatically links and registers information in PCA Cloud Payroll, KING OF TIME, and KAO Navi when an employee is registered in SmartHR.
For example, when a new employee in the marketing department is registered, it is reflected in the payroll, attendance management, and personnel evaluation systems all at once.
This eliminates the need for manual input, ensuring data consistency and improving operational efficiency.

Summary

In this blog, we introduced a method to automate employee registration by integrating SmartHR and KING OF TIME.
This is expected to reduce the workload of HR personnel and improve data consistency and accuracy.
Additionally, it leads to more efficient payroll and attendance management, contributing to the improvement of the overall business processes of the company.
Furthermore, by utilizing a no-code tool called Yoom, you can easily set up the integration without specialized knowledge.
Please refer to this blog and utilize the flow to aim for operational efficiency!