Accounts in applications
YouForce to HubSpot integration: HubSpot users with permission set and team from Visma Raet
With an integration between Visma Raet YouForce and HubSpot, a new employee in a commercial job in YouForce automatically gets a HubSpot user, with the permission set for their job and the team for their department. A temporary assignment to another team adds an extra team for that period, and after the end date of the last employment the HubSpot user is removed and the seat freed.
What the integration does
Organisations that record HR and payroll in YouForce and sell, market or serve customers with HubSpot often request HubSpot users through a ticket. Permissions do not follow the job after an internal move, teams lag behind the organisation, and paid seats stay assigned to people who have already left.
- Together we select the jobs and organisation units in YouForce that get a HubSpot user, and the permission set per job.
- KoppelHet fetches the changed persons, employments and assignments from YouForce.
- For a new employee in a selected job KoppelHet creates the HubSpot user, with permission set, seat and team.
- A planned job or department change adjusts permission set and team on the effective date.
- Before the end date the manager gets a handover list, and after the end date KoppelHet removes the user.
What to watch for with Visma Raet YouForce and HubSpot
- HubSpot needs an email address to create a user, but YouForce's basic data contains no email address. The work address falls under a separate permission, together with BSN and home address. KoppelHet only requests it if HR keeps the work address in YouForce, and then filters out everything except the work address.
- In YouForce every employee has a job from a fixed list. KoppelHet links the HubSpot permission set and the paid seat to that job, so an account manager gets a Sales seat and a marketer a Marketing seat, and a job outside the list produces no user.
- A temporary assignment to another team is separate from the employment in YouForce, with its own start and end. KoppelHet adds the employee to that team in HubSpot as an extra team for that period, so they see that team's deals, and removes the team again on the end date.
- YouForce shows planned changes to job and organisation unit before they take effect. KoppelHet waits for the effective date, so an inside sales employee moving to account management on the first does not get the rights of the new job any earlier.
- HubSpot's API can only remove a user, not deactivate one. In YouForce the manager is a role on the department; before the end date KoppelHet sends that manager the list of the leaver's contacts and deals, so the handover is done before the user disappears.
- Someone who leaves disappears after a set period from the data YouForce supplies for IAM. KoppelHet keeps its own record of which HubSpot users come from YouForce, so a seat is still freed when the leaver has already gone from YouForce.
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
Do you also connect HubSpot as a CRM to our administration?
No. KoppelHet connects HubSpot only for user management: who gets a user, with which rights, and when it goes again.
Can this also be done through SCIM and Entra ID?
With a Professional or Enterprise account and single sign-on, HubSpot can receive users through SCIM. SCIM does not handle teams, or seats under seat-based pricing; KoppelHet can add those from YouForce.
What if someone has two employments?
The employment in a selected job then decides the permission set, and the user remains until the last employment has ended.
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 with the Youforce-IAM:Get_Basic scope (Persons, Employments, Employment Planned Changes, Assignments, Organization Units, Role Assignments, Job Profiles), on latestSync. The work email only with Youforce-IAM:GetPrivateContactDetails.
- HubSpot is written through the user provisioning API (/settings/users/2026-09: create, PUT with roleId, primaryTeamId, secondaryTeamIds and seatNames, DELETE) and the Teams API with parentTeamId. Permission sets with a paid seat need the billing-write scope.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in HubSpot | Notes |
|---|---|---|
Persoonsnummer | Koppeltabel naar de HubSpot-gebruiker | Fixed key |
Roepnaam en achternaam volgens gebruik | firstName en lastName | |
Zakelijk e-mailadres of naamgevingsregel | email | |
Functie (job profile) | roleId en seatNames | Through a table per job |
Organisatie-eenheid | primaryTeamId | Parent unit as parentTeamId |
Inzet bij een andere eenheid | secondaryTeamIds | For the duration of the assignment |
Rolverdeling op de organisatie-eenheid | Ontvanger van de overdrachtslijst | |
Einddatum laatste dienstverband | Verwijderen van de gebruiker |
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