Identity and access management
ADP iHCM to Google Workspace integration: Google accounts from the ADP administration, with the address back in ADP
With an integration between ADP iHCM and Google Workspace, every new employee from ADP gets a Google account in the organisational unit of their country, with job title, department, cost centre and manager. The new Google address goes back to ADP, and on departure the account is suspended on the right day.
What the integration does
Organisations that record personnel and payroll in ADP iHCM and use Google Workspace for mail and documents often create Google accounts by hand. The address then never reaches ADP, a name change after a marriage is forgotten in Google, and a leaver keeps access to shared folders.
- The organisation grants KoppelHet read access in ADP to workers, the change notifications and write access to the work email address.
- In Google Workspace KoppelHet gets a service account with only the rights for user management.
- On a hire KoppelHet creates the Google account in the organisational unit of the country and writes the address back to ADP.
- A name change in ADP renames the account; the old address stays as an alias.
- After the last working day KoppelHet suspends the account. Deletion only happens after an agreed period.
Back: After the Google account is created KoppelHet sets the address as the work email address in ADP iHCM.
What to watch for with ADP iHCM and Google Workspace
- ADP iHCM can change the work email address through the API, but only for workers with ADP's internal key, and ADP itself says not everyone has one. KoppelHet writes the Google address back where possible, and puts workers without that key on a list for HR.
- ADP truncates a work email address of more than 258 characters. Google addresses are much shorter, but KoppelHet checks the length anyway, so no truncated address ends up in ADP.
- If HR changes the name in ADP, KoppelHet renames the Google account. Google keeps the old address as an alias, so mail keeps arriving, and says it can take up to ten minutes before the new name applies everywhere. The new address then goes back to ADP.
- In iHCM workers from several countries sit in one environment. KoppelHet uses the country of the workplace for the organisational unit in Google, so policies, apps and language per country are right and a transfer moves the account along.
- For the United Kingdom ADP combines the cost centre from the job details with the one from the labour allocation. KoppelHet only takes the cost centre of the main job into Google's cost centre field, so reports in Google have one value per person.
- Google can only update the manager as a whole list of relations, not one entry at a time. KoppelHet therefore always sends the complete list when 'Reports to' changes in ADP, so an assistant IT added by hand does not disappear.
- A super administrator can still restore a deleted Google account for 20 days, and an account under a Vault hold cannot be deleted. KoppelHet therefore suspends on departure and only deletes after the period the organisation chooses.
This integration is also part of joiner, mover, leaver.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
What happens to a leaver's files?
The account is suspended first, the files remain. Transferring them to the manager can follow later as an extension.
Does this also work if we have Microsoft 365?
Then look at the integration between ADP iHCM and Entra ID. The rules for key, country and departure are the same.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- ADP iHCM through the Worker Management API: GET /hr/v2/workers with $top (at most 100) and $skip, per worker on associateOID or workerID idValue. Notifications worker.hire, worker.terminate, worker.workAssignment.modify and worker.legalName.change. Work email written with /events/hr/v1/worker.business-communication.email.change (AOID required, more than 258 characters is truncated). Fields include workAssignments/assignmentCostCenters/costCenterID, homeWorkLocation/address/countryCode and reportsTo.
- To Google Workspace through the Admin SDK Directory API (users.insert and users.update with primaryEmail, name, password of 8 to 100 characters, orgUnitPath, externalIds type organization, organizations with title, department and costCenter, relations type manager, suspended). Domain-wide delegation for a service account with only the user management scope.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in ADP iHCM | Field in Google Workspace | Notes |
|---|---|---|
Reference number (workerID) | externalIds (type organization) | Key; also for workers without an associateOID |
Known As of First Name, Last Name | name.givenName, name.familyName | |
Location (landcode) | orgUnitPath | |
Job Title | organizations.title | |
Organisation Unit | organizations.department | |
Cost Centre | organizations.costCenter | |
Reports to | relations (type manager) | |
Date of Leaving | suspended | |
primaryEmail (Google) | Work Email | Return to ADP |
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