Accounts in applications
YouForce to Zoom integration: Zoom user with licence type from the job in Visma Raet
With an integration between Visma Raet YouForce and Zoom Workplace, a new employee from YouForce gets a Zoom user on their start date, with the licence type that fits their job and with department, manager and employee number in the profile. After the last employment the integration deactivates the user and assigns recordings and other data to the manager.
What the integration does
Organisations that run HR in YouForce and hold meetings or calls in Zoom often hand out paid Zoom licences on request. Anyone changing jobs keeps their licence, leavers stay active until someone notices, and a departed colleague's recordings are then out of reach for everyone.
- Together we record the Zoom licence type per job in YouForce, and which units get a Zoom group.
- KoppelHet fetches the changed persons, employments, role assignments and cost centres from YouForce.
- On the start date KoppelHet creates the Zoom user with licence type, department, manager and employee number, in their unit's group.
- A new job or name change updates licence type and profile on the effective date.
- After the last employment KoppelHet sets the manager as recipient of the data and deactivates the user.
What to watch for with Visma Raet YouForce and Zoom Workplace
- Zoom only allows provisioning on a Business or Education account with an approved vanity URL and single sign-on; without SSO, creating and listing users returns an error. KoppelHet checks this in advance, because employees from YouForce always arrive in Zoom with their company account.
- Zoom refuses a new user if the email domain does not belong to the Zoom account. An organisation with several employers in YouForce often has its own domain per employer. KoppelHet reports employees with an address on an unlinked domain to IT instead of silently skipping them.
- The licence type in Zoom follows from a table of YouForce job to Licensed or Basic. If paid licences run out, Zoom refuses a paid user; KoppelHet then creates a Basic user and reports the shortage, so the new colleague can still join meetings.
- Zoom does not update the display name when only first or last name changes. If the name usage changes in YouForce, for example after a marriage, KoppelHet also sends a new display name, so the name in meetings matches HR.
- On deactivation Zoom can name a recipient for the leaver's data, such as recordings. YouForce knows the manager as a role on the organisation unit; KoppelHet sets that manager as recipient before the user is deactivated.
- Admin users and Zoom Rooms cannot be deactivated through provisioning. If someone with an admin role in Zoom leaves, KoppelHet raises an alert for IT on the end date from YouForce, rather than assuming the account is closed.
- An employee can be split over several cost centres in YouForce, while Zoom has one cost centre per user. KoppelHet takes the cost centre of the main employment, so reports on Zoom usage per cost centre match the budget.
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
Can this not go through Entra ID or Okta?
Yes, and if those are already filled from YouForce, that is often the simplest route. Standard provisioning does not always pass on licence type per job, cost centre and the transfer to the manager; KoppelHet can then add those.
Does the integration also set Zoom Phone numbers?
No, not in the first version. Assigning a number or writing the Zoom number back to YouForce can follow later as an extension.
What happens to a leaver's recordings?
KoppelHet names the manager from YouForce as recipient before the user is deactivated. What happens to the recordings after that is decided by your retention policy in Zoom.
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 (api.youforce.com/IAM) with the Youforce-IAM:Get_Basic scope for Persons, Employments, Employment Planned Changes, Organization Units, Role Assignments, Job Profiles and Cost Allocations, on latestSync with take and nextLink. The work email only with Youforce-IAM:GetPrivateContactDetails.
- Zoom is written through the Zoom SCIM2 API (api.zoom.us/scim2, header Accept: application/scim+json) with a server-to-server OAuth app with scope scim2. POST and PATCH /Users with userType, title, displayName and the enterprise extension (department, costCenter, employeeNumber, manager as email); deactivate with PATCH active = false; transferee through urn:ietf:params:scim:schemas:extension:zoom:1.0:User. Groups through /Groups. HTTP 429 when the rate limit is exceeded.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Visma Raet YouForce | Field in Zoom Workplace | Notes |
|---|---|---|
Persoonsnummer | externalId en enterprise.employeeNumber | Fixed key |
Zakelijk e-mailadres | userName | Domain must belong to the Zoom account |
Roepnaam en achternaam volgens naamgebruik | name en displayName | |
Functie (job profile) | title en userType | Licence type through a table per job |
Organisatie-eenheid | enterprise.department en Zoom-groep | |
Kostenplaats | enterprise.costCenter | |
Rol leidinggevende op de eenheid | enterprise.manager (e-mail) en transferee bij vertrek | |
Einddatum laatste dienstverband | active = false |
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