How to integrate SmartHR with Money Forward Admina to add employee registration information from SmartHR to Money Forward Admina

In today's world, where operational efficiency and enhanced security are essential, the integration of internal tools has become indispensable. For companies utilizing the HR management tool SmartHR and the SaaS management platform Money Forward Admina, centralized management of employee information is crucial. This article explains how to automatically add employee registration information from SmartHR to Money Forward Admina. By integrating these tools, you can eliminate the manual data entry process, improve operational efficiency, and reduce security risks. You can implement this without any coding, so be sure to read to the end!

Recommended for:

Those who feel that manual integration between SmartHR and Admina is cumbersome or prone to errors.
Those aiming to improve the operational efficiency of their IT or HR departments.
Those facing challenges in managing SaaS accounts or optimizing costs.
Those looking to improve the onboarding and offboarding process while considering security risk reduction.

Benefits and Examples of Integrating SmartHR and Money Forward Admina

Benefit 1: Operational Efficiency through Reduced Manual Work

By setting up a system where employee information registered in SmartHR is automatically added to Money Forward Admina, manual data entry becomes unnecessary. This automation reduces the burden of double data entry in separate systems for IT and HR departments.

For example, when a new employee joins, simply registering their information in SmartHR will automatically reflect the data in Admina. This allows staff to focus on other important tasks, enhancing overall operational efficiency.

Benefit 2: Reduction of Security Risks

When employee information is registered from SmartHR to Admina, the management of SaaS accounts and registration of device information can also be automated. This reduces the risk of account deletion oversights upon resignation and inappropriate permission grants.

Specifically, when employee information is deleted from SmartHR during the resignation process, the account is automatically deactivated in Admina as well. This minimizes the risk of former employees accessing the system, thereby strengthening security.

Benefit 3: Understanding Service Usage and Optimizing Cost Management

By linking employee information registered in SmartHR to Admina, you can centrally manage which SaaS each employee is using. Based on this information, you can review contracts for less frequently used services and adjust usage plans to reduce IT costs.

For example, noticing a decrease in the number of users for a particular service allows you to downgrade the contract plan, reducing costs. Additionally, you can quickly provide necessary tools to employees for new projects, enabling efficient resource allocation.

Now, let's explain how to use the no-code tool Yoom to integrate SmartHR and Money Forward Admina and add employee registration information from SmartHR to Money Forward Admina.

[What is Yoom]

How to Add Employee Registration Information from SmartHR to Money Forward Admina

This can be achieved by receiving records registered in SmartHR's database using SmartHR's API and registering the record data in Money Forward Admina using the API provided by Money Forward Admina. Generally, programming knowledge is required to achieve this, but with the no-code tool Yoom, it can be easily accomplished without programming knowledge.

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This flow will proceed through four main processes:
・Register SmartHR and Money Forward Admina as My Apps
・Copy the template
・Set the trigger in SmartHR, which serves as the starting point of the flow, followed by the operation settings in Money Forward Admina
・Turn on the trigger button and verify the integration operation between SmartHR and Money Forward Admina

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Step 1: Connect SmartHR and Money Forward Admina to My Apps

First, register SmartHR to My Apps.
Access the My Apps menu on the left side of the Yoom screen and click the New Connection button on the right side of the screen.

Next, enter SmartHR in the search window and select "SmartHR" from the displayed options.

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For SmartHR My Apps integration, you need to input the subdomain and configure settings on the SmartHR side.
Also, please note that you need to log in with an account that has SmartHR admin privileges.

Let's proceed while checking the following link.‍
How to Register SmartHR (OAuth) to My Apps

First, install the Yoom app on SmartHR.

Click "Start Integration" → "Connect with SmartHR" to be prompted to log in to SmartHR.

Once logged in, the connection is complete.
Return to the SmartHR My Page and obtain the subdomain from the URL.

Once you have entered the subdomain, click "Add" to add it to My Apps, and it will be listed.

Next, register Money Forward Admina to My Apps.
Similarly, access the My Apps menu on the left side of the Yoom screen and click the New Connection button on the right side of the screen.

Next, enter Admina in the search window and select "Money Forward Admina" from the displayed options.

A screen like the one in the image below will be displayed, so enter the information accordingly.
・Set any management name for the account name. Example: My Account
・Set the API key obtained from Money Forward Admina as the access token.
・You can obtain the API key by logging into Money Forward Admina and navigating to "Settings > API Key List".

Once entered, click "Add".

Money Forward Admina will be displayed in My Apps.

Read the following screen display and click "OK".
If changes are necessary, you can click on the relevant section to make modifications.

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Step 3: Set the SmartHR trigger that initiates the flow and configure the subsequent Money Forward Admina operations

Let's operate the Flowbot.
A screen like the one in the image below will be displayed, so click on the red-framed area.

A screen for selecting the linked account and action will be displayed.
Confirm that the SmartHR account you are linking this time is correct, and click "Next".

In the API connection settings screen for the app trigger, enter the subdomain.
*The subdomain is the part of the SmartHR URL "https://●●●●●●.smarthr.jp". Once entered, click "Test" and after confirming the test is successful, click "Next".

The API connection settings screen for the app trigger will be displayed.
You need to send a webhook event or execute a triggering event.

Click "Test" and if the retrieved values are correct, click "Save".

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In this step, you can obtain the following information as output.
The output information can be referenced and utilized in subsequent steps, as noted in "This value can be used in other operations".

After confirming the test is successful, click "Save".

Next, configure the settings for Money Forward Admina.
Click on the red-framed area in the image below.

On the following screen, confirm that the Money Forward Admina account you are linking this time is correct, and if there are no errors, click "Next".

The API connection settings screen will be displayed.
・"Organization ID" → Obtain from the API key list
・"Employee Status", "Employee Type" → Set optionally

Scroll down and enter "Last Name" and "First Name".
Clicking on the input field will display the "Output".
Select "Last Name" and "First Name" from the output of "When the employee is displayed".

Scroll down and enter the secondary email address.
Use the output for this input section as well.
Once set, click "Test" → "Test Successful" → "Save".

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Step 4: Turn on the trigger button and verify the integration between SmartHR and Money Forward Admina

After clicking "Save" above, a screen like the one in the image below will be displayed.
Finally, click "Turn on Trigger" to complete the automation setup.
Verify that the Flowbot is starting correctly.

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Here is the template used this time.

Other Automation Examples Using SmartHR and Money Forward Admina

① Add Employees Registered in SmartHR as Users in Zoom

This flow adds employees registered in SmartHR as users in Zoom. When an employee is registered in SmartHR, they are automatically added as a user in Zoom. This automates the employee registration process and improves the efficiency of back-office operations. Additionally, it eliminates the need for manual registration, reducing the risk of human error.

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② Issue a Certificate of Employment using SmartHR Information and Notify Google Chat

This is a flow to issue a certificate of employment using SmartHR information and notify Google Chat. You can issue a certificate of employment based on the information from the SmartHR employee page and notify Google Chat, reducing the burden of manual work. It prevents omissions and input errors in manual work, allowing for speedy issuance of the certificate of employment.

③ Add employee information to Money Forward Admina when registered in kintone

This is the flow to add employee information to Money Forward Admina when registered in kintone. When a new employee is registered in kintone, an identity can be automatically created in Money Forward Admina. This eliminates the need for manual double entry, reduces the workload of HR personnel, and prevents input errors due to human mistakes.

Summary

The integration of SmartHR and Money Forward Admina enables centralized management of employee information and automation of business processes. This not only improves operational efficiency by reducing manual tasks but also offers numerous benefits such as reducing security risks and optimizing costs. Particularly for the IT and HR departments, it facilitates smoother onboarding and offboarding processes, allowing them to focus on more critical tasks.

No special skills or knowledge are required to implement automation with Yoom. Simply follow the instructions, and the operation is straightforward.
Be sure to utilize Yoom's automation and experience the efficiency it brings to your operations!