Identity and access management
HoorayHR to Google Workspace integration: a Google account from the start date
With an integration between HoorayHR and Google Workspace, every new employee from HoorayHR gets a Google account before their start date, with job, team, team leader and an organisational unit that fits the type of contract. After the end date in HoorayHR KoppelHet suspends the Google account.
What the integration does
Organisations that use HoorayHR for their personnel files and work in Google Workspace find no Google integration among HoorayHR's integrations. IT creates the Google account after a nudge from HR, and an intern gets the same apps and licence as a permanent colleague.
- An administrator in HoorayHR creates an API key with read rights on employees, teams and contracts only; in Google a service account gets rights on users and groups.
- Every hour KoppelHet reads all employees, teams and contracts and compares them with Google.
- For a new employee KoppelHet creates the account in the organisational unit of their entity and contract type.
- Team and team leader determine the department, the manager and the group in Google.
- After the end date KoppelHet suspends the account; after the agreed period the files go to the team leader.
What to watch for with HoorayHR and Google Workspace
- HoorayHR's integrations page lists no Google integration and no sign-in with Google either. Under workplace there are only notifications in Teams and Slack. The Google account therefore only comes through an integration that reads HoorayHR.
- HoorayHR has three contract types, fixed-term, permanent and internship. KoppelHet puts an intern in a separate organisational unit in Google, so you can for example switch off sharing outside the domain or certain apps there.
- Employees in HoorayHR can only be requested by ID, not by change date. KoppelHet therefore reads the whole list every hour, compares it field by field with Google and only writes what is really different.
- HoorayHR has no department, but it does have teams with team leaders. We agree which team determines the department in Google; that team also becomes the Google group, and the team leader the manager, so a leaver's Drive files end up with them.
- A HoorayHR trial environment can contain demo employees, which simply appear in the API. KoppelHet skips them, so no Google accounts are created for made-up colleagues that take up a licence.
- If the HoorayHR subscription lapses or a payment is outstanding, the API refuses every request. KoppelHet treats that as a fault and not as an empty list, so nobody is suspended in Google because HoorayHR briefly returns no employees.
- Through the API HoorayHR cannot update an existing employee, so the Google address does not go back to the file automatically. The API key has a fixed expiry date; KoppelHet warns a month in advance, so new colleagues still get their account afterwards.
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
Can employees then sign in to HoorayHR with Google?
HoorayHR does not mention sign-in with Google. The integration handles the Google account, not sign-in to HoorayHR.
What if someone is in more than one team?
Then the team we agree in advance applies for department and manager. Groups for the other teams can follow later as an extension.
Does sickness or leave go to Google?
No. The integration only reads employees, teams, contracts and entities.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- HoorayHR through api.hoorayhr.io with a personal API key (pk_…, admin role, scopes and expiry date cannot be changed afterwards) as Bearer token: GET /users (filter on id only; fields employeeNumber, firstName, nickName, insertion, lastName, lastNameUsage, jobTitle, entityId, teams, isDemoData, companyStartDate, companyEndDate), /teams-information (teamLeadersIds), /contracts (type 1 fixed-term, 2 permanent, 3 internship) and /entities. 403 with INACTIVE_COMPANY or PAYMENT_OVERDUE stops the run.
- Google through the Admin SDK Directory API (users with primaryEmail, name, externalIds, orgUnitPath, organizations with title and department, relations type manager, suspended), groups and members, 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 HoorayHR | Field in Google Workspace | Notes |
|---|---|---|
employeeNumber | externalIds (type organization) | |
firstName of nickName | name.givenName | |
insertion en lastName volgens lastNameUsage | name.familyName | At most 60 characters |
Naamgevingsregel | primaryEmail | |
entityId en contracttype | orgUnitPath | |
jobTitle | organizations.title | |
Afgesproken team | organizations.department en groep | |
teamLeadersIds | relations (type manager) | |
companyEndDate | suspended = true |
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HoorayHR to Entra ID integration: Microsoft 365 account on the start date from HoorayHR
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