Identity and access management
AlexisHR to Google Workspace integration: a Google account that follows the employee, from onboarding to departure
With an integration between AlexisHR, now Simployer One, and Google Workspace, every new employee gets a Google account with a work address, and KoppelHet keeps company, department, job and manager up to date in Google. As soon as AlexisHR reports the departure, the account is suspended.
What the integration does
Organisations that use AlexisHR for HR and work in Google Workspace often create the Google address separately at onboarding. After that Google no longer keeps up. Department and job stay empty or outdated, and a leaver keeps their account until IT suspends it.
- An Owner in AlexisHR creates an API key for KoppelHet, and in Google a service account gets rights on users.
- At onboarding KoppelHet creates the Google account, with the work address from AlexisHR.
- After the notification that the employee was created or changed, KoppelHet fills in company, department, job and manager in Google.
- When the offboarding reaches its end date, KoppelHet suspends the Google account.
- After an agreed period the files go to the manager and the account is deleted.
What to watch for with AlexisHR and Google Workspace
- KoppelHet sets the private phone from AlexisHR as the recovery number in Google. Google wants that number in international form, with a plus sign. KoppelHet converts a Dutch or Swedish number to that format.
- On the Google side KoppelHet works with a service account that may only manage users and groups, so the integration does not run on a super admin's personal account.
- An account can only be on a domain that is active in Google and is not an alias. If subsidiaries have their own domain, KoppelHet chooses the domain and organisational unit per company in AlexisHR, and reports a work address on an alias domain before Google rejects it.
- AlexisHR only reports a departure with a webhook once the end date of the offboarding has been reached. KoppelHet suspends the Google account on that notification, so Gmail and Drive close on the day the employment ends and not when the offboarding is started.
- In AlexisHR an employee refers to their manager's ID, while Google expects an email address for the manager relation. KoppelHet looks up that manager's Google address, so the organisational structure in Google Contacts and the directory is right.
- Every AlexisHR webhook has a fixed eventId and a signature. KoppelHet checks the signature and processes a notification that arrives twice only once, so an account is not created or renamed twice.
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
Is AlexisHR the same as Simployer One?
Yes. AlexisHR is now called Simployer One; the API is the same.
What happens to a leaver's files?
They go to the manager from AlexisHR after the agreed period, then the account is deleted.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- AlexisHR through the HRM One API (api.alexishr.com/v1, bearer token with owner rights): GET /employee with employeeNumber, workEmail, title, managerEmployeeId, departmentId, companyId and endDate, and filters[updated][$gte] for the nightly comparison. Webhooks employee.created, employee.updated and employee.offboarded with eventId and X-Simployer-Signature (HMAC-SHA256).
- Google through the Admin SDK Directory API (users with primaryEmail, name, externalIds, orgUnitPath, organizations with department and title, relations type manager, recoveryPhone in E.164, suspended) and the Data Transfer API, with a service account with domain-wide delegation.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AlexisHR | Field in Google Workspace | Notes |
|---|---|---|
employeeNumber | externalIds (type organization) | |
firstName en lastName | name.givenName en name.familyName | At creation |
workEmail | primaryEmail | Active domain, not an alias |
Privételefoon | recoveryPhone | Converted to E.164 |
companyId | orgUnitPath | |
departmentId | organizations.department | |
title | organizations.title | |
managerEmployeeId | relations (type manager) | As the manager's Google address |
Webhook employee.offboarded | suspended = true |
Related
AlexisHR → Active Directory
AlexisHR to Active Directory integration: accounts in your own domain from Simployer One
AlexisHR → AFAS Profit
AlexisHR (Simployer One) to AFAS integration: the Dutch entity in AFAS Profit Payroll
AlexisHR → Microsoft Entra ID
AlexisHR to Entra ID integration: users with employee number and groups, blocked on leaving
AlexisHR → Loket
AlexisHR to Loket integration: employees of the Dutch company from AlexisHR into payroll