Identity and access management
YouForce to Google Workspace integration: staff Google accounts without manual work
With an integration between Visma Raet YouForce and Google Workspace, every new employee from YouForce automatically gets a Google account, at the right school or department and in the right groups. After the contract end date the account is suspended, and the new work address can go back to YouForce, so HR and Google hold the same address.
What the integration does
School boards and other employers that use YouForce for staff and payroll and Google Workspace for mail and collaboration request accounts per school or department from their IT partner. Staff on short contracts sometimes get their account only after the contract has ended.
- HR records the employment in YouForce, with school or department, job and start date.
- KoppelHet fetches the new employee and derives the work address from the agreed naming rules.
- The Google account is placed at the school or department, in the groups for school and job.
- If you want, the new work address goes back to YouForce.
- KoppelHet knows about a planned move to another school or job in advance, so groups are right on the effective date. After the end date of the last employment the account is suspended.
What to watch for with Visma Raet YouForce and Google Workspace
- YouForce shows a planned change, such as a move to another school starting later, before it has been fully processed. KoppelHet therefore sets the groups right on the effective date, not a few days later.
- Writing the work address back to YouForce needs separate permission from the organisation. We only request it if you want that write-back.
- We do not request private address, social security number or private phone, because Google Workspace does not need them.
- YouForce records how someone uses their surname, for example their own name followed by their partner's. That order decides the name and email address in Google, so the account matches how the employee names themselves.
- A leaver disappears from YouForce after a while. KoppelHet therefore keeps its own record of the Google accounts it manages, so a leaver does not drop out of view unnoticed.
- In education a teacher often works at two schools with two employments. They get one Google account, at the school of the main employment, and the groups of both schools.
- Which data YouForce provides depends on the YouForce variant the organisation uses, Beaufort or Business. With Beaufort the employer is missing, for example; we then derive the place in Google from the department.
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
Who gives KoppelHet access to YouForce?
The organisation approves the access itself through Visma, with only the rights the integration needs.
What about supply teachers?
They get an account as soon as their employment is in YouForce, and it is suspended after the end date. With a new contract the same account reopens.
Can YouForce also go to Entra ID?
Yes. On the YouForce side the approach is the same; only the target differs.
Is YouForce overwritten with Google data?
No. If write-back is switched on, only the business email address goes back. All other data stays leading in YouForce.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- YouForce is read through the Youforce IAM API, only with the scope for basic data, filtered on the last synchronisation time. The IAM API also shows planned employment changes before HR Core has processed them. Persons disappear from the IAM API once their last employment falls outside the configured historical period. Private address, BSN and private phone sit behind their own scope. The company field is missing with HR Core Beaufort.
- Writing back the work address through the contactDetails endpoint of the IAM API with a separate write scope. The customer authorises the KoppelHet app per tenant in the Visma developer portal.
- Google is written through the Admin SDK Directory API (externalIds type organization, name.givenName, name.familyName, primaryEmail, organizations with title, department and costCenter, orgUnitPath, relations with type manager, suspended).
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Google Workspace | Notes |
|---|---|---|
Persoonsnummer | externalIds (type organization) | Fixed key, also with several employments |
Roepnaam | name.givenName | |
Achternaam volgens gebruik achternaam | name.familyName | Composed with the name usage table from YouForce |
Naamgevingsregel | primaryEmail | |
Functieprofiel | organizations.title | |
Organisatie-eenheid | organizations.department en orgUnitPath | |
Kostenplaats | organizations.costCenter | |
Leidinggevende (roltoewijzing) | relations (type manager) | From the manager role on the organisation unit |
Einddatum laatste dienstverband | suspended = true | |
primaryEmail | Zakelijk e-mailadres in YouForce | Optionally back through contactDetails |
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