Automation Case Study: Make Slack Staff Management Automation
If your company has many employees and handles a high volume of attendance tracking, leave management, and payment approval requests, you've certainly experienced this.
Receiving clock-in messages on Slack, checking again at clock-out time and organizing in Google Sheets, looking up leave in separate sheets, receiving payment requests via email, and exchanging employee registration through Excel files.
Switching between tools multiple times a day to get work done, but all that's left is stress from delays, omissions, and mistakes.
When these repetitive manual tasks pile up, work efficiency drops and there's far too little time for important decision-making tasks.
Repetitive Attendance, Leave, and Payment Request Work -- Shouldn't We Find a Way to Reduce It?
Recently, Company Y reached out to us.
"Every morning employees type 'clock in' on Slack, and at the end of the day they type 'clock out,' then we have to check Google Sheets again, copy and organize everything. Remaining leave days require opening a separate sheet. New employee registration involves receiving info by email, organizing in Excel, and sharing... Doing all of this manually means things get missed or delayed constantly, and it's so frustrating."
In fact, this structure is a reality that more companies face than you might think.
Slack is used for employee communication, Google Sheets for data organization, email for payment requests and employee registration...
Tools keep multiplying, but in most cases there's no system connecting them.
Company Y was also struggling with invisible time waste and human errors within this complex structure.
Building a Slack Staff Management Automation System with MAKE
We planned a staff management system where everything is handled through Slack alone.
The core idea was simple: "Receive all requests in Slack, process them, and record everything automatically."
Here are the scenarios we automated with MAKE:
- Attendance Recording via Slack Clock-in/Clock-out Messages
When an employee types 'clock in' or 'clock out' on Slack, the date, time, and name are automatically recorded in Google Sheets.
Tardiness is automatically determined based on the clock-in time standard and recorded with statuses like 'on time' or 'late'.
- Leave Usage and Inquiry via Slack Commands
When an employee types 'use leave' or 'check leave' on Slack, remaining leave days are automatically calculated and displayed, and used leave days are automatically recorded.
Remaining leave is calculated in real time based on the pre-entered total leave days and days used.
- Payment Request Submission via Slack -> Sheet Recording -> Approval Process
When the 'payment request' button is pressed in Slack, a request form appears where payment items, amounts, and reasons can be entered and automatically saved to Google Sheets.
Managers can then approve or reject directly in Slack without opening the sheet, and the result is automatically sent back to the requester.
- New Employee Registration Also Through Slack
New employee registration is also handled by pressing a button in Slack and entering information, which is automatically saved to the employee roster sheet and reflected in the organization chart sheet.
Additionally, when a new registration is completed, a Slack notification is automatically sent to the manager.
Now All You Need Is Slack
Now at the company, staff management is complete just by opening Slack.
Clock-in and clock-out messages are automatically recorded, leave can be checked and registered directly in Slack.
Payment requests are submitted in Slack, and approval or rejection is handled entirely within Slack, virtually eliminating work omissions and delays.
New employee registration is also received through Slack, and the entire organization chart is automatically organized, eliminating the need to share Excel files.
Over 88.5% of repetitive work time for attendance recording, leave management, payment requests, and employee registration was reduced,
Approximately 150 hours of manual work per year were saved (based on 30 minutes per day),
With MAKE usage costs at approximately 150,000 KRW per year, approximately 1,303,900 KRW in annual labor costs were saved.
What managers and executives should be doing is not checking each employee's clock-in time or looking up remaining leave days one by one.
Nor is it finding payment requests and responding with approvals via email.
That time should be spent on more important things like strategic planning, improving organizational culture, and having real conversations with team members.
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