How to integrate SmartHR with Zoom to delete a user in Zoom when an employee is removed in SmartHR

Have you ever thought about streamlining account management when employees leave while managing employees using SmartHR?
This article introduces a method to automate account deletion when employees resign through the integration of SmartHR and Zoom. This automation can reduce security risks and improve operational efficiency. It particularly alleviates the burden on HR and IT departments, achieving centralized management of resignation procedures.

Recommended for‍

HR personnel of companies using SmartHR and Zoom
Owners of small and medium-sized enterprises looking to streamline employee management
IT department personnel who want to centralize the workflow of resignation procedures
HR department personnel who want to automate tasks related to deleting accounts of resigned employees
System administrators of companies aiming to improve operational efficiency by integrating multiple tools

Benefits and Examples of SmartHR and Zoom Integration

Reduction of Security Risks

Quickly deleting an account when an employee resigns is crucial to reducing security risks. When an employee is deleted in SmartHR, the Zoom account is also automatically deleted, preventing risks of unauthorized access and information leakage after resignation. For example, it is a significant issue from a security perspective if a resigned employee retains access to the company's confidential information. The automated deletion flow helps minimize this risk.

Centralized Management of Resignation Procedures

Centralizing the task of deleting resigned employees' accounts simplifies management. Typically, multiple systems require account deletion when an employee resigns. With the integration of SmartHR and Zoom, the Zoom account is automatically deleted when the employee is removed, allowing centralized management of resignation procedures and reducing human error. Specifically, it clarifies the actions that the IT and HR departments need to take, leading to efficient management through organized operations.

Efficiency in HR and IT Operations

The integration of SmartHR and Zoom reduces the manual tasks required during employee resignation, achieving operational efficiency. Usually, deleting a resigned employee's account involves both HR and IT departments, but with SmartHR, the Zoom account is automatically deleted, eliminating the need for manual follow-up by the IT department. For example, leveraging system integration can avoid duplicate tasks related to resignation, significantly reducing the workload of both departments.

[About Yoom]

How to Create a SmartHR and Zoom Integration Flow

‍This flow is created in four main processes.

・Register SmartHR and Zoom as My Apps
・Copy the template
・Set the HRMOS attendance trigger as the starting point of the flow, followed by Zoom operation settings
・Turn on the trigger button and verify the integration operation between HRMOS attendance and Zoom

If you are not using Yoom, please register for free from here.
If you are already using Yoom, please log in.

The template we will use today is here.

To connect SmartHR and Zoom to Yoom, perform My App integration.
By completing My App registration first, you can smoothly set up automation.

Step 1: Integrate SmartHR and Zoom with My App

First, let's register My App in SmartHR.
Access the My App 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 My App integration with SmartHR, 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 administrator privileges in SmartHR.

Let's proceed while checking the following link.‍

How to Register My App for SmartHR (OAuth)

First, install the Yoom app in SmartHR.

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

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

Once you can input the subdomain, click "Add" to add it to My App, and it will be added to the list.

Next, register My App for Zoom.

Like SmartHR, click "My App" and select "New Connection" on the right side of the screen.

Click the red frame in the image below.

Enter the Client ID and Client secret.

For detailed instructions on how to register My App for Zoom, please check here.

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My App registration for Zoom is complete.
Let's proceed to the next step.

Step 2: Copy the Template

To set up automation, click "Try it" on the banner below.

Read the following screen display and click "OK".

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Step 3: Set the HRMOS Attendance trigger as the starting point of the flow and configure the subsequent Zoom operations

First, set up the detection of employee deletions in SmartHR.

The screen "Select Action for Linked Account" will be displayed, so click "Next".

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You need to enter the subdomain obtained from SmartHR, so access SmartHR to obtain and enter the subdomain.

If the test is successful, save it.

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Next, set up to retrieve deleted employee information from SmartHR in Zoom.

Click "Retrieve User Information".

The screen "Select Action for Linked Account" will be displayed, so click "Next".

The "API Connection Settings" screen will be displayed.
The required field "User ID or Email Address" already has "{{メールアドレス}}" entered, so it's fine as it is.
Scroll down to perform the test, and once completed, click save.

Finally, set up to delete users in Zoom.

Click the area within the red frame in the image below.

The screen "Select Action for Linked Account" will be displayed, so click "Next".

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The "API Connection Settings" screen will be displayed, so proceed with the input according to the content.
Once the input is complete, click test and save.

Step 4: Turn on the trigger button and verify the integration between SmartHR and Zoom

Finally, click "Turn on Trigger" to complete the automation setup.
Check if the flow bot starts correctly.

The template used this time is as follows.

Other Automation Examples Using SmartHR and Zoom

① Add an Employee Registered in SmartHR as a User in Zoom

This is a flow to add an employee registered in SmartHR as a user in Zoom. The registration process for employees is automated, which can improve the efficiency of back-office operations.

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② Update the employee management ledger in Microsoft Excel when employee information is updated in SmartHR

This is a flow to update the employee management ledger in Microsoft Excel when employee information is updated in SmartHR. Since updates in SmartHR are quickly reflected in Microsoft Excel, it is expected to improve the efficiency of management tasks.

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③ Create a Zoom meeting when an event is scheduled in Outlook

This flow creates a Zoom meeting when an event is scheduled in Outlook. When a meeting scheduled to be held on Zoom is registered in the Outlook calendar, the creation of the Zoom meeting can be automated. This helps eliminate the hassle of confirmation and creation, and prevents the risk of input errors or missed registrations.

Summary

By automating the deletion of accounts for departing employees through the integration of SmartHR and Zoom, companies can achieve reduced security risks, centralized management of resignation procedures, and improved efficiency in HR and IT operations. This automation is a crucial step not only in enhancing business efficiency but also in reducing human errors and strengthening security. This integration offers significant benefits, especially for companies utilizing multiple tools.

Be sure to take advantage of Yoom's app integration to experience improved operational efficiency!