Identity and access management
Exact HR to Google Workspace integration: Google account from payroll in Exact Online
With an integration between Exact HR and Google Workspace, a new employee from payroll in Exact Online automatically gets a Google account, in the organisational unit of their administration and with department, job title, cost centre and manager. After the end date of the employment in Exact, KoppelHet suspends the Google account, so Gmail, Drive and the apps with Google sign-in close.
What the integration does
Organisations that process payroll in Exact Online and use Google Workspace as their workplace create Google accounts based on a message from payroll. Department and job title in Google lag behind Exact, and a leaver keeps access to Drive until someone suspends the account.
- Payroll approves KoppelHet's app in Exact Online, and the Google administrator gives a service account the rights it needs.
- KoppelHet retrieves per administration the employees changed since the previous run, with their department and job title.
- For a new employee KoppelHet creates a Google account in the organisational unit of their administration.
- A different department or job title is updated in Google on the start date that Exact records for it.
- After the end date of the employment KoppelHet suspends the account; transfer of Drive and deletion follow after an agreed period.
What to watch for with Exact HR and Google Workspace
- Google has its own cost centre field on a user, next to department and job title. KoppelHet fills it with the cost centre Exact stores with the organisation of the employment, so reports in Google and the internal charging in Exact use the same code.
- In Google the manager refers to an email address, while Exact refers to the internal ID of another employee in the same administration. KoppelHet looks up that colleague's Google address; Exact cannot record a manager in another administration, so we fill that in according to an agreed rule.
- Exact Online returns changed employees based on a sequence number that KoppelHet stores after every run. If Exact moves an administration to another database, those numbers start again. KoppelHet checks that move date and then reads the whole administration again, so no change is lost.
- Every administration in Exact becomes an organisational unit in Google. That way settings such as apps, Drive sharing and security can differ per employer, and an employee who changes administration stays the same Google user in another unit.
- Exact records how a name is composed, for example with the partner's surname. Google allows at most 60 characters each for first and last name; KoppelHet builds the surname according to the choice in Exact and shortens an overly long composition instead of letting the creation fail.
- Payroll data in Exact Online can only be read through the API. The new Google address therefore cannot go back to the business email field in Exact automatically; KoppelHet puts the address in a list for payroll.
- Google bills a suspended account like an active one. KoppelHet suspends immediately on departure and deletes the account after a fixed period, after transferring Drive files to the manager from Exact.
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 this also work with Exact Globe?
This page is about payroll in Exact Online. For Exact Globe or Synergy on your own server we look at what is possible case by case.
Who gets a leaver's files?
By default the manager from Exact. A different recipient per department can be added later as an extension.
Does this affect other integrations with Exact?
Exact limits the number of API requests per administration. Because KoppelHet only retrieves changes, there is room left for integrations with accounting or expenses.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Exact Online through the REST API with OAuth 2.0 (an app in the Exact App Center, scope Hrm payroll), per {division} and GET only. /api/v1/{division}/sync/Payroll/Employees with a filter on Timestamp (ID, EmployeeHID, FirstName, MiddleName, LastName, NameComposition, NickName, BusinessEmail, Manager, StartDate, EndDate, IsActive), /payroll/EmploymentOrganizations (DepartmentDescription, JobTitleDescription, CostCenter, StartDate, EndDate) and /system/Divisions (DivisionMoveDate).
- Google through the Admin SDK Directory API (users with primaryEmail, name, externalIds, orgUnitPath, organizations with department, title and costCenter, relations type manager, suspended), with a service account with domain-wide delegation. Drive transfer through the Data Transfer API.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Exact HR | Field in Google Workspace | Notes |
|---|---|---|
Administratie + EmployeeHID | externalIds (type organization) | |
FirstName of NickName | name.givenName | At most 60 characters |
MiddleName + LastName volgens NameComposition | name.familyName | At most 60 characters |
BusinessEmail of naamgevingsregel | primaryEmail | |
Administratie (division) | orgUnitPath | |
DepartmentDescription | organizations.department | |
JobTitleDescription | organizations.title | |
CostCenter | organizations.costCenter | |
Manager | relations (type manager) | As the manager's email address |
EndDate van het dienstverband | suspended = true |
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