Google Workspace Provisioning - Employee login credentials

Thanks Christian, this is so helpful - here I was thinking everything was sorted with my new hires while my Managers kept following me up for set-up!

Is there a webinar resource available for Google integrations / provisioning? I’m finding it hard to understand what data is flowing through and when - have had a few IT issues pop up about changing names and 2FA dropping out and I’m wondering if it has something to do with the data flowing through Bob. e.g. I have a feeling that a few of the recovery phone numbers are being overridden or erased, but I can’t be sure

Hi @Uma !  HiBob doesn’t control the 2FA so all setup is configured and managed in Google only. However, if you have any additional questions, we would be glad to help via a support ticket using this link and we’ll be able to check on the settings to troubleshoot further there, as it may involve exposing sensitive data. 

Just wanted to chime in that this functionality exists with other HRIS companies. It is totally possible for the HRIS to send the Google account details to the users listed personal email address based on their start date, so why does Bob not support this?

Hi @Ben Camp thanks for sharing your feedback. I’ll take a look at this. If there is more info you can share with us around the use-case and the pieces you would love to improve I would love to hear more from you

Hi @Noga Rosenberg,

I’d be happy to do that :)

1. Security - I’ve raised this elsewhere, but having a default password that is common across accounts is not an acceptable solution. When using a common naming scheme such as firstname.lastname@ for email accounts, it makes it trivial for anyone with the default password to login. This either means that we need to rotate the default password for each new hire, or do the initial onboarding manually.
   
   I would envision a scenario where HiBob sets a secure temporary password and escrows it for the new hire, or automatically resets the password for the new hire immediately prior to the credentials being sent to the new hire on their first working day.
    
2. Customisation - Being able to have an email template that can be customised for new hires would be a great way for teams to automate repetitive, manual, time consuming tasks. Having multiple templates that cover different sites, work types, departments etc. would be awesome as well as being able to add branding and links/attachments for onboarding documents or forms.
    
3. Automation - It would be great to customise when the email is sent to the new hire, including options like considering local timezone, CC’ing/notifying the direct manager via email/Slack etc. In my mind this should all be part of a standard workflow that is enabled when the integration is active.

I’d be happy to expand on any of these points in more detail if it would be valuable.

thanks @Ben Camp we will review these scenarios and will follow back

Hi @Noga Rosenberg, any update here? Thanks!

Hi @Noga Rosenberg.

I’d really appreciate an update on the status of this, not being able to sync to our IdP because of the security of this integration is causing significant friction in our organisation. Even having the ability to separate provisioning from directory updates would be a huge improvement. Can you tell me if this issue has any priority at all? Is there anything on the roadmap you can share? I feel completely in the dark on this.

Regards,

Ben

Hi @Ben Camp  thank you for following up. 

I will ask your CSM (Sophia Foster) to set us some time to discuss this further. 

Hi,

I have google workspace integration showing as connected.

However new hire emails are not being created automatically in google workspace when I kick off onboarding in hibob.

Please how do I solve this?

Thank you

Hi @Olutomi Wole-Fasanya 

1. Ensure that the Google Workspace provisioning integration is correctly set up in Bob. This includes creating a service account in Google Workspace, generating a key for the service account, enabling the Google Workspace Admin SDK API, and authorizing the service account to use the required Google APIs.

2. In Bob, navigate to Bob products > System settings, select Integrations from the left menu, and choose Provisioning from the All categories dropdown. Then, connect or manage your Google Workspace integration by following the provided instructions to ensure that the data flow from Bob to Google Workspace is correctly configured.

3. Verify that the sync triggers for 'Employee created', 'Employee joined', and 'Employee updated' are properly set, as these events should initiate the synchronization of new hire information from Bob to Google Workspace, resulting in the creation of new hire emails.

See our Google Workspace Provisioning integration article