Identity and access management
UKG Pro to Google Workspace integration: Google accounts that follow the employees in UKG Pro
With an integration between UKG Pro and Google Workspace, a new employee from UKG Pro automatically gets a Google account in the right organisational unit, with department, job title and manager. On departure KoppelHet suspends the account on the end date, so Gmail, Drive and the apps behind Google close without IT keeping a list.
What the integration does
Organisations with a US headquarters on UKG Pro and Google Workspace as their workspace often create Google accounts from a weekly export. A European colleague then starts without a mailbox, and a leaver keeps access to shared Drive folders for days.
- In UKG Pro we create a service account with read-only rights and subscribe KoppelHet to the personnel notifications.
- In Google we create a service account with domain-wide delegation, limited to user management.
- On a hire KoppelHet fetches the employee and creates a Google account in the organisational unit of their company or department.
- On a transfer or new supervisor KoppelHet adjusts the organisational unit, department and manager.
- On the end date KoppelHet suspends the account and moves it to the unit for leavers.
What to watch for with UKG Pro and Google Workspace
- UKG Pro sends notifications for, among others, a hire, rehire, transfer, termination and a new supervisor. KoppelHet reacts to those, instead of only reading the list of changed employees that UKG Pro gives at most every three hours.
- A UKG Pro notification only contains the company, the employee number and the type of event, not a name or department. After each notification KoppelHet fetches the current data, so the Google account is never built on half a notification.
- In Google the manager is an email address, in UKG Pro a reference to another employee. KoppelHet looks up that manager's Google address; if they work in another domain or have no Google account, KoppelHet leaves the field empty and reports it.
- Employee numbers can change in UKG Pro, and there is even a separate notification for it. KoppelHet therefore puts UKG Pro's fixed system key as the external ID in Google, so a new employee number does not produce a second account.
- In UKG Pro employees belong to a company with its own country code. KoppelHet creates an organisational unit per company in Google, so Gmail settings, apps and policy can differ per country. Companies that do not belong to this Google domain are skipped.
- On a rehire UKG Pro sends a separate notification. KoppelHet then looks for the suspended Google account of the same employee and restores it, so the colleague gets their old address and Drive files back instead of a new account.
- A termination is often entered in advance in UKG Pro, through the wizard or an import file, and the notification then arrives at the moment of entry. KoppelHet remembers the end date and only suspends the Google account on that day, at the end of the local working day.
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
What happens to a leaver's mailbox?
The account is suspended, not deleted. Who takes over the mail and files is agreed with you beforehand.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- UKG Pro HCM webhooks (UKG Webhooks) such as PersonHiredEvent, PersonRehiredEvent, PersonTransferredEvent, PersonTerminatedEvent, EmployeeSupervisorUpdated, EmployeeOrgLevelUpdated, EmployeeWorkLocationChangeEvent and EmployeeNumberChangeEvent; payload with EventId, EventTime, EventType, Operation, Tenant, CoId and EeId.
- Data through the Personnel API with a service account (View on EmployeeExport) and the US-Customer-Api-Key; employee-changes at least three hours between calls, as a full comparison.
- Google through the Admin SDK Directory API (users) with a service account with domain-wide delegation: primaryEmail, name, externalIds (type organization), organizations (title, department, costCenter), relations (type manager, value is an email address), orgUnitPath and suspended.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in UKG Pro | Field in Google Workspace | Notes |
|---|---|---|
employeeId (systeemsleutel) | externalIds (type organization) | Stays the same when the employee number changes |
firstName, lastName | name.givenName, name.familyName | |
Naamgevingsregel | primaryEmail | |
jobCode / jobTitle | organizations.title | |
orgLevel1Code t/m orgLevel4Code | organizations.department en orgUnitPath | |
companyId | orgUnitPath (land) | |
supervisorId | relations (type manager) | Work email of the manager |
terminationDate | suspended = true |
Related
Recruitee → UKG Pro
Recruitee to UKG Pro integration: European hires through the Global New Hire service in UKG Pro
Teamtailor → UKG Pro
Teamtailor to UKG Pro integration: European hires as global new hires
UKG Pro → Active Directory
UKG Pro to Active Directory integration: domain accounts for the Dutch branch
UKG Pro → ADP iHCM
UKG Pro to ADP iHCM integration: salary and terminations of the Dutch pay group to ADP