Identity and access management
ADP Workforce Now to Google Workspace integration: Google accounts from the workers in ADP
With an integration between ADP Workforce Now and Google Workspace, a new worker in ADP automatically gets a Google account with department, job title, manager and profile photo, and the new address goes back to ADP. On departure KoppelHet suspends the Google account on the end date, so mail, Drive and the apps behind Google close.
What the integration does
Organisations with ADP Workforce Now for HR and payroll in North America and Google Workspace as their workspace often have IT create Google accounts based on an email from HR. The new address is then not in ADP, the manager is missing in Google and leavers are only found at the monthly licence check.
- Through ADP Marketplace we register the integration with a certificate and only the APIs that are needed.
- KoppelHet subscribes to the notifications for hire, department, manager and termination.
- On a hire KoppelHet creates a Google account in the organisational unit of the department, with the corporate photo from ADP.
- KoppelHet puts the new Google address back in ADP as the business email address.
- On the end date KoppelHet suspends the account and moves it to the unit for leavers.
Back: The new Google address arrives in ADP Workforce Now as the business email address.
What to watch for with ADP Workforce Now and Google Workspace
- ADP Workforce Now can send a notification for each event, such as a hire, a different manager or a new home department. KoppelHet subscribes to those, so a new colleague gets the Google account on the day HR completes the hire.
- For the new address ADP has separate actions to add or change a business email address. KoppelHet uses add for a new worker and change for a name change, so the private address in ADP stays untouched.
- ADP stores a corporate photo per worker. Google always converts a profile photo to 96 by 96 pixels and wants it in its own variant of base64. KoppelHet fetches the photo from ADP, converts it and places it in Google, so colleagues see the right face in Gmail and Chat.
- In Google the manager is an email address. ADP records the manager as a position in the work assignment. KoppelHet looks up the worker in that position and their Google address, and leaves the field empty with an alert if that manager has no account yet.
- A normal request returns at most 50 workers at a time, with an asynchronous request up to 1,000. Departed employees only come along with a separate header for archived workers. KoppelHet uses it in the daily comparison, so a missed termination still leads to a suspended Google account.
- ADP masks date of birth and social security number by default. A Google account does not need them, so KoppelHet never requests unmasked data and the ADP registration gets no rights for it.
- A home department in ADP has a code and a type, such as department or cost number. KoppelHet uses the department for the organisational unit in Google and the cost number for the cost centre field, so policy applies per department and reports per cost centre add up.
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
Does sensitive data go to Google?
No. Only name, job title, department, cost centre, manager and photo. Masked data such as date of birth is not requested by the integration.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- ADP Workforce Now through the Worker Management API: GET /hr/v2/workers ($top, $skip, $filter on reportsTo/positionID and homeOrganizationalUnits; 50 by default, up to 1,000 with Prefer: respond-async; application/json;archived=true for archived workers; masking unless masked=false), GET /hr/v2/workers/{aoid}/worker-images/photo, events worker.hire, worker.reportsTo.modify and homeOrganizationalUnits.modify through eventNotify, and write-back with /events/hr/v1/worker.business-communication.email.add and .change.
- Google through the Admin SDK Directory API with a service account with domain-wide delegation: users (primaryEmail, name, externalIds, organizations with title, department and costCenter, relations type manager, orgUnitPath, suspended) and users.photos.update (photoData in web-safe base64, converted to 96 x 96 pixels).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in ADP Workforce Now | Field in Google Workspace | Notes |
|---|---|---|
associateOID | externalIds (type organization) | |
workerID | externalIds (type custom: personeelsnummer) | |
person.legalName | name.givenName, name.familyName | |
Naamgevingsregel | primaryEmail | |
workAssignments.jobTitle | organizations.title | |
homeOrganizationalUnits (Department) | organizations.department en orgUnitPath | |
homeOrganizationalUnits (Cost Number) | organizations.costCenter | |
workAssignments.reportsTo | relations (type manager) | Google address of the manager |
worker-images/photo | users.photos | |
Termination date | suspended = true |
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