How to update kintone when employee information is updated in SmartHR by integrating SmartHR and kintone

SmartHR, which streamlines corporate HR and labor operations, is a reliable support tool equipped with a wide range of features.
However, if you are managing employee information using multiple tools, you might find data synchronization to be cumbersome.
By integrating SmartHR with kintone, you no longer need to check employee information on SmartHR every time, allowing you to work more efficiently.
Furthermore, when the HR and accounting departments refer to employee information, they can perform tasks based on the latest information, reducing confusion caused by the timing of information updates.

Benefits of Integrating SmartHR with kintone

Benefit 1: Accurate Management of Employee Information

By utilizing this flow, input errors that tend to occur when manually transferring employee information from SmartHR to kintone can be prevented.
For example, when a new employee's address or contact information is entered into SmartHR, it is automatically synchronized with kintone's employee management ledger, preventing manual input errors and information omissions.
This allows for the use of accurate data in payroll and benefits processing, preventing re-entry due to human error.
Additionally, it enables decision-making based on accurate employee data when making important business decisions.

Benefit 2: Reducing the Burden of HR Operations

By automating the information updates between SmartHR and kintone, HR personnel no longer need to manually input and check data for updates each time.
For instance, when an employee's department transfer occurs, that information is automatically reflected in kintone, eliminating the need for HR personnel to verify and transfer each transfer detail.
This reduces the burden on HR personnel and secures time to focus on higher value-added tasks such as recruitment activities and employee training.
By reducing the workload of HR personnel and allocating resources to strategic tasks, the overall productivity of the organization can be improved.

[About Yoom]

Next, we will introduce how to create a flowbot that [updates the kintone employee management ledger when employee information is updated in SmartHR].

How to Create a SmartHR and kintone Integration Flow

Step 1: Integrate SmartHR and kintone with My Apps

If you are using it for the first time, please check First Time Yoom.

1. Log in to your Yoom account.

If you do not have an account, please create one on the Yoom account creation page first.

Click "My Apps" and select "New Connection".

2. Click on "New Connection".

3. You can search by app name from the red frame.
This time, search for SmartHR and kintone respectively and register them.
Once registration is complete, the SmartHR and kintone icons will appear in My Apps.

For details on how to register SmartHR and kintone with My Apps, please refer to the links below.

How to Register SmartHR with My Apps
How to Register kintone with My Apps

If you have any other questions about Yoom, please check the Yoom Help Center.

Step 2: Select a Template and Prepare the Storage Location

This time, we will create a flow that updates the kintone employee management ledger when employee information is updated in SmartHR.
By utilizing this flow, you can efficiently update the kintone employee management ledger, eliminating the need to check SmartHR each time, and smoothly progress the overall work.
Additionally, by reducing errors that occur during manual data entry and update tasks, you can process tasks more quickly.

1. Click "Try it" from the link below.

2. When the following display appears, the template copy is successful.

Step 3: Set the trigger to activate when employee information is updated

1. Click in order to set up.
First, click on "When employee information is updated (Webhook activation)" at the top.

2. You can set the title freely.
Enter the account information to link with SmartHR.
Select "When employee information is updated (Webhook activation)" for the trigger action.
Once the input is complete, click "Next".

3. Copy the Webhook URL.
Move to the SmartHR screen and configure the settings.
Once the setup is complete, click test, and if there are no issues, save.

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Step 4: Set the action to update records in kintone

1. Next, click the icon for "Update Record".

2. Enter the account information to link with kintone.
Select "Update Record" for the execution action.

3. Enter the App ID.
Once the input is complete, click "Next".

4. Set the conditions for the record you want to update.
Clicking on the item field will display the output obtained from SmartHR.

5. Enter the values for the updated record.
Once the input is complete, perform a test, and if there are no issues, save.

5. This completes the flow of 【When employee information is updated in SmartHR, update the employee management ledger in kintone】.

Step 5: Test and Confirmation

Once the setup is complete, the following screen will be displayed.
Click the "Turn on Trigger" button to activate the flow bot.

By using Yoom's template, you can complete the setup easily without having to learn complex operations.
Try this convenient flow from the link below.

Examples of Other Automations Using SmartHR

There are many other examples of automation using SmartHR at Yoom, so let me introduce a few.

1. This is a flow where an employee is registered in SmartHR when a record is registered in kintone.
By utilizing this flow, you can automatically add information to SmartHR triggered by the registration of employee information in kintone, eliminating the need for manual entry.
By allocating the time previously spent on manual tasks to other duties, the entire team can focus on core operations.

2. This is a flow that sends to Outlook when an employee is registered in SmartHR.
By using this template, notifications are automatically sent to Outlook, allowing the person in charge to check the information of new employees without logging into SmartHR.

3. This is a flow to notify Slack when an employee is registered in SmartHR.
By utilizing this template, you can consolidate information related to employee registration in Slack.
It helps in efficiently confirming and sharing information related to onboarding procedures, speeding up the process.

Summary

With the integration of SmartHR and kintone, when employee information is updated in SmartHR, the employee management ledger in kintone can also be updated, eliminating the hassle of data synchronization.
Furthermore, by avoiding duplicate data management, the burden on the person in charge can be reduced.
By utilizing Yoom, you can easily integrate multiple apps and efficiently carry out daily operations without programming skills.
Let's integrate SmartHR and kintone to automate tedious data entry and aim for smooth operations.