Accounts in applications
Workday to Zoom integration: Zoom licence per job profile, with cost centre and manager from Workday
With an integration between Workday and Zoom Workplace, a new worker from Workday gets a Zoom user on their hire date with a Licensed or Basic account based on their job profile, and with cost centre, company and manager in the profile. After the termination or contract end in Workday the user is deactivated and their recordings and meetings go to their manager.
What the integration does
Organisations with Workday as HR system and Zoom for meetings and webinars buy paid Zoom licences per country or department but hand them out on request. After a job change someone keeps a licence they no longer need, and the webinars of a departed colleague disappear with their account.
- You record which job profiles or management levels get a Licensed account; all other workers get Basic.
- KoppelHet reads completed business processes from Workday with an Integration System User with read-only rights.
- On the hire date KoppelHet creates the Zoom user with account type, business title, cost centre, company and manager.
- On a job change KoppelHet adjusts the account type on the effective date.
- After the termination or contract end KoppelHet sets the manager as recipient and deactivates the user.
What to watch for with Workday and Zoom Workplace
- Workday holds a job profile and a management level per worker. KoppelHet derives the Zoom account type from them, so that for example sales roles and managers get a Licensed account and the rest Basic. If Zoom refuses a paid user because licences have run out, it becomes a Basic account and IT sees a notice.
- A job change can be dated weeks ahead in Workday. Zoom has no scheduled change of account type. KoppelHet keeps the change and applies it on the effective date, so a licence is not freed up or assigned too early.
- Workday stores legal name and preferred name separately, and Zoom does not update the display name by itself when the first or last name changes. KoppelHet sets the preferred name as display name and sends it again on every name change in Workday, so meeting participants see the name the colleague chose.
- Zoom wants the manager as an email address. Workday knows the manager as a worker through the supervisory organization. KoppelHet looks up that manager's work email and also uses it as recipient, so a leaver's recordings and recurring meetings end up with their manager.
- Cost centre and company are separate organizations in Workday next to the supervisory organization. Zoom has fields for them in the enterprise extension. KoppelHet fills them, so finance can recharge Zoom licences per cost centre and per country.
- Contingent workers have their own number range and a contract end in Workday. KoppelHet gives them a Basic account by default, with a prefix on the employee number, and deactivates them on the contract end, even if nobody closes the contract in Workday.
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
We already provision Zoom through Entra ID or Okta. Do we need this?
Usually not for the accounts themselves. Choose one source; the licence per job profile can then run as an attribute through the identity provider.
Are Zoom Phone numbers included?
Not in the first version. Assigning numbers per location can be added later as an extension.
What happens to administrators who leave?
Zoom does not let an administrator be deactivated through provisioning. KoppelHet reports it to IT, who transfer the role first.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Workday is read with Get_Workers (Human_Resources) or a RaaS report on change date, with Include_Personal_Information, Include_Employment_Information and Include_Organizations (supervisory organization, cost center, company), under an Integration System User with read-only rights.
- Zoom through the SCIM2 API at https://api.zoom.us/scim2 with a server-to-server OAuth app with scope scim2:admin. POST /Users, PUT /Users/{userId} with displayName, title, userType, the enterprise extension (costCenter, department, employeeNumber, manager, organization) and transferee; PATCH with active = false to deactivate. Requires a Business or Education account with an approved vanity URL and single sign-on; HTTP 429 on too many calls.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Workday | Field in Zoom Workplace | Notes |
|---|---|---|
Werk-e-mail | userName en emails (work) | |
Legal name | name.givenName en name.familyName | |
Preferred name | displayName | Again on every name change |
Job_Profile of Management_Level | userType | Licensed or Basic through a table |
Business_Title | title | |
Cost_Center | enterprise.costCenter | |
Company | enterprise.organization | |
Supervisory_Organization | enterprise.department | |
Employee_ID of Contingent_Worker_ID | enterprise.employeeNumber | |
Manager (werk-e-mail) | enterprise.manager en transferee | |
Termination_Date of contracteinde | active = false |
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