RCE
To be defined
Visma YouServe is the source for Entra ID, for staff of several employers. At the head office everyone gets an account; at the branches only selected job roles do.
Identity and access management
YouServe to Entra ID integration: Microsoft accounts per employer and office
With an integration between Visma YouServe and Microsoft Entra ID, a new employee from YouServe gets a Microsoft account with the right employer's email domain, department, office and manager. On departure sign-in is blocked on the end date, and only the roles that need an account get one.
What the integration does
Organisations with several employers in Visma YouServe often have an email domain per employer in Microsoft 365, and not every role needs an account. Without an integration IT decides by hand for each new colleague which domain they get and whether an account is needed at all.
- HR enters a new employee in YouServe. KoppelHet fetches the changes and looks at employer, office and role.
- If the employee works at head office, or has a role at a branch that gets an account, KoppelHet creates the Microsoft account.
- The email address gets the employer's domain. The display name shows department and office, so colleagues in Teams can see who they are talking to.
- On a transfer to another department or office, display name, groups and licence adjust.
- On the end date KoppelHet blocks sign-in and removes the employee from the groups.
What to watch for with Visma YouServe and Microsoft Entra ID
- YouServe keeps the employees of several employers, while Microsoft 365 has a separate email domain per employer. The employer in YouServe therefore decides the domain of the new account, so nobody starts with the wrong employer's address.
- Not everyone needs an account. For example, everyone at head office gets one and at the branches only the roles chosen in advance. That list is kept at KoppelHet and the integration applies it to every new hire and transfer.
- Someone moving from a branch to head office, or getting a role at a branch that has an account, gets an account on the effective date. The other way round, the account is blocked when the new role no longer needs one.
- The display name in Entra ID contains department and office as well as the name. Colleagues with the same name at different branches can then be told apart in Teams and Outlook.
- YouServe is continuing as Youforce and runs on Visma's HR platform. Which API of that platform supplies the data, and which fields such as office and manager are available, we establish with Visma at the start.
- KoppelHet also writes the end date to Entra ID. If you use Microsoft's lifecycle workflows, they can carry out tasks on that date themselves, such as handing the mailbox over to the manager.
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.
Price indication · Basic
Customer case
How it runs at RCE
How these organisations use the integration. The configuration differs for each customer.
Frequently asked questions
Can we choose per office which roles get an account?
Yes. We set the list of roles per office together at the start and can change it later without rebuilding the integration.
What happens to existing accounts?
Before go-live we link existing Microsoft accounts to employees in YouServe by employee number. Accounts we cannot link are reviewed by IT first.
Do you also work with Active Directory?
Yes, through a small program in your own network.
What can be traced afterwards for an audit?
Every action of the integration is recorded in the audit logging of the KoppelHet platform. KoppelHet works with an ISO 27001 certified management system.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- YouServe is read through the Visma platform APIs (HR Core), on last change.
- Entra ID is written through Microsoft Graph (user) with employeeId (at most 16 characters), userPrincipalName and mail with the domain per employer, displayName, jobTitle, department, officeLocation, manager, usageLocation NL, employeeLeaveDateTime (requires the User-LifeCycleInfo.ReadWrite.All permission) and accountEnabled = false on departure.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma YouServe | Field in Microsoft Entra ID | Notes |
|---|---|---|
Personeelsnummer | employeeId | At most 16 characters; fixed key |
Roepnaam | givenName | |
Achternaam volgens naamgebruik | surname | |
Werkgever | Domein van userPrincipalName en mail | Lookup table employer to domain |
Naam, afdeling en kantoor | displayName | |
Functie | jobTitle en groepen | |
Afdeling | department | |
Vestiging | officeLocation | |
Leidinggevende | manager | |
Datum uit dienst | employeeLeaveDateTime en accountEnabled = false |
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