Identity and access management
Loket to Google Workspace integration: Google accounts from payroll
With an integration between Loket and Google Workspace, a new employee in Loket gets a Google account with the right name, department and employer, and the account is suspended after the end date of the employment. Because Loket sends no notifications to other systems, KoppelHet requests the changes per employer several times a day.
What the integration does
Employers that have a payroll bureau manage Loket and use Google Workspace for email and schedules often only create Google accounts when a manager asks for one. After departure accounts stay open, because nobody asks the bureau who has left.
- Payroll records a new employee in Loket and converts the concept into an employee.
- KoppelHet requests the changes since the previous round per employer.
- The Google account is placed in the employer's organisational unit, with department, name and profile photo.
- A new organisational unit in Loket changes the department and groups in Google.
- After the end date of the employment KoppelHet suspends the account, and after the agreed period the files go to the manager and the account is removed.
What to watch for with Loket and Google Workspace
- On an event Loket only sends an email to people, not a message to another system. KoppelHet therefore goes through the changes per employer several times a day.
- Loket keeps prefix, surname and partner name separately, with a formal rendering for the payslip. For Google KoppelHet composes the name as the employee calls themselves, so colleagues find each other in Gmail and Calendar.
- Employee numbers in Loket are unique per employer. With several employers KoppelHet puts an employer code before the number, and the employer determines the organisational unit in Google, so settings can differ per employer.
- A new employee often exists in Loket first as a concept. KoppelHet only creates the Google account once the concept is converted, or already at the concept stage if you agree, so a withdrawn hire does not produce an account.
- Loket has a photo per employee. KoppelHet sets it as the profile photo in Google, so new colleagues at locations recognise each other.
- Google charges suspended accounts as active ones. With frequent turnover on the groups KoppelHet deletes a suspended account after a fixed period, after the transfer of Drive files.
- Access to Loket runs through a one-time consent from a Loket user. If a payroll bureau manages Loket, the bureau gives that consent with a separate user who can only read your employers.
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 quickly does a new employee have a Google account?
The same day payroll records them in Loket and converts the concept. The account is ready before the first working day.
Does this work if a payroll bureau manages Loket for us?
Yes. The bureau gives the integration read access to your employers. Otherwise nothing changes for the bureau.
Does the email address go back to Loket?
If you want it to. We then first check together whether Loket sends payslips to that address, because after departure the account is suspended.
What about the GDPR?
You are the controller and KoppelHet is the processor, under a data processing agreement. The integration only reads name, photo, organisation and dates in Loket, 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.
- Loket is read through the Loket REST API with OAuth (authorization code flow with refresh token), per employer through the changes to employee and employment. Fields include employeeNumber, firstName, prefix, lastName, prefixPartner, lastNamePartner, photo, organisational unit and start and end date of the employment.
- Google is written through the Admin SDK Directory API (externalIds, name, primaryEmail, orgUnitPath, organizations, suspended; users.photos for the profile photo; 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 Loket | Field in Google Workspace | Notes |
|---|---|---|
Werkgeverscode + employeeNumber | externalIds (organization) | Unique across all employers |
firstName | name.givenName | |
prefix + lastName (en eventueel partnernaam) | name.familyName | As the employee calls themselves |
Naamgevingsregel | primaryEmail | |
Werkgever | orgUnitPath | |
Organisatorische eenheid | organizations.department | |
photo | Profielfoto van de gebruiker | |
Einddatum dienstverband | suspended | Suspended after the end date |
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