Identity and access management
Dayforce to Google Workspace integration: Google accounts that follow the employment
With an integration between Dayforce and Google Workspace, a new employee in Dayforce gets a Google account in the organisational unit of their location, with job title, department and manager, and the account is suspended after the last working day. After a fixed period the files go to the manager and the account is removed, so leavers stop costing a licence.
What the integration does
Organisations that manage staff in Dayforce and work with Google Workspace create accounts by hand. With a lot of seasonal work IT does suspend leavers but rarely deletes them, so the number of paid licences keeps rising.
- HR records a new employee at a Dutch location in Dayforce.
- KoppelHet creates the Google account according to your naming rules, in the organisational unit of the location, with job title, department and manager.
- If someone changes location, the account moves to the new organisational unit on the effective date and the groups change with it.
- After the last working day KoppelHet suspends the account.
- After the agreed period Drive files go to the manager and the account is deleted.
What to watch for with Dayforce and Google Workspace
- With a lot of seasonal work the number of suspended Google accounts rises quickly, and Google charges for them as if they were active. After the agreed period KoppelHet transfers the Drive files to the manager and removes the account.
- A termination is often in Dayforce weeks in advance. KoppelHet schedules the suspension on that date, so the account also stops if nobody in IT remembers.
- Locations are part of an organisation tree in Dayforce. KoppelHet uses the location of the primary work assignment to choose the organisational unit in Google, so settings and apps per school are right.
- Dayforce distinguishes active, inactive and terminated employees. Inactive is often a seasonal worker between two seasons; whether the account is then suspended or stays active is agreed per status.
- If a seasonal worker returns the next season, they are in Dayforce with the same reference code. If the Google account is still suspended, KoppelHet re-enables it; if it has already been deleted, a new account with the same address is created.
- Dayforce holds employees from every country of the group. KoppelHet filters on the locations that belong to this Google environment, so no accounts are created for colleagues who use another environment.
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
How long does a suspended account remain?
As long as you agree, for example thirty days. Then the files go to the manager and KoppelHet deletes the account.
What happens to seasonal workers between two seasons?
That depends on their status in Dayforce. Per status we record whether the account stays active, is suspended or disappears after the period.
Does Dayforce need anything set up for the integration?
An API user with a role that only reads the agreed fields. Your Dayforce administrator arranges this once.
What about the GDPR?
You are the controller and KoppelHet is the processor, under a data processing agreement. Only job and organisation data go to Google, and every action is in the audit logging.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Dayforce is read through the RESTful Web Services (Employees with change-date filters and employmentStatusXRefCode), then per XRefCode with expand for WorkAssignments, OrgUnitInfos, EmploymentStatuses and EmployeeManagers, with contextDate. Fields only with field-level access in the API user's role.
- Google is written through the Admin SDK Directory API (externalIds, name, primaryEmail, orgUnitPath, organizations, relations, suspended; delete after the period), groups and members, and the Data Transfer API for Drive. Access through a service account with domain-wide delegation.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Dayforce | Field in Google Workspace | Notes |
|---|---|---|
XRefCode | externalIds (organization) | Fixed key |
Voornaam en achternaam | name.givenName en name.familyName | |
Naamgevingsregel | primaryEmail | |
Locatie van de primaire work assignment | orgUnitPath | Through a lookup table |
WorkAssignments (functie) | organizations.title | |
OrgUnitInfos (afdeling) | organizations.department | |
EmployeeManagers | relations (manager) | |
EmploymentStatuses | suspended | Suspended after the last working day |
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