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Google Workspace is a collection of powerful tools and features designed to help businesses streamline their operations and increase productivity.
If your organization is new to Google Workspace and needs to add and manage users, this guide will walk you through how to do so.
At Promevo, we are a team of Google-certified experts specializing in helping teams get the most out of Workspace. Whether you've recently invested in a subscription or you're just curious as to what the platform offers, our team is here to help.
Google Workspace, formerly known as G Suite, is a suite of cloud-based productivity and collaboration tools developed by Google. This system offers a range of professional applications and services designed to help businesses communicate, collaborate, and manage their work efficiently.
From email and document creation to video conferencing and team chat, Google Workspace has a range of tools to streamline your business operations and foster a more collaborative environment for your team members.
Before we explore how to add new users, let's dive into the features and tools that Google Workspace offers.
Millions of teams worldwide use Workspace for its intuitive and efficient tools that help streamline work and collaboration. Some of the most popular Google Workspace tools include:
If you're considering investing in Workspace for your business, here are some key benefits of this platform:
Now that you understand what this system offers let's review how to set up Google Workspace, beginning with creating your account.
To get started with Google Workspace, follow these steps:
Upon completing these steps, you can access your Google Workspace Admin console, where you can customize settings and manage user accounts. The Admin console is the hub for all Workspace administrators to manage users, implement safety practices, and more.
Once your account is set up, you need to verify your domain to ensure you own it. This requires you to update your domain’s DNS records with a unique verification code or file provided by Google Workspace.
After your domain is verified, configure your domain’s MX records to route email traffic through Google Workspace. This step is essential for using Gmail with your custom email addresses (e.g., firstname.lastname@example.org).
With your Google Workspace account up and running, you can now customize settings to suit your business needs. Here are a few things you may want to configure:
By taking the time to understand and properly set up Google Workspace, you can unlock the full potential of this suite of tools and elevate your team's productivity and collaboration. As an admin in Workspace, it's your responsibility to ensure your team has the proper settings to access what they need while protecting shared data.
As Google-certified experts, Promevo helps Workspace teams and admins ensure the best safety and data practices. We even offer our exclusive software, gPanel®, to help you manage Workspace efficiently.
With your account set up, it's time to review adding and managing users in Workspace. As your organization grows and roles change, you may frequently need to add new users or update permissions.
Let's review these processes.
The Google Workspace Admin console provides an easy method to invite new users to your organization. Simply follow these steps:
If you emailed the user their account information, they'll receive a welcome message that explains how to sign in. This message includes a link to reset their password, which expires in 48 hours. If the link expires before they use it, you'll need to reset the password again.
Learn more about that process here.
If you need to add several users at once, the CSV Import feature is helpful. Note that if you use this method to create new accounts, users don't receive a welcome email with their credentials. You will need to send your new users their credentials separately.
Before you begin, there are specific guidelines for making sure this is the best method for you and that you don't run into a License Management issue. Learn more about these guidelines here.
Here's how to add users from a CSV file:
If you want to require a user to reset their password when first signing in, in the "Change Password at Next Sign-In" column, enter "True." Otherwise, leave it blank. If you want to specify additional information (like recovery emails), enter it in the remaining columns.
3. Save the file: After it's complete, save it as a .csv file. Note that the maximum CSV file is 35 MB and the maximum number of records per file is 150,000. If your file is too large, split it into separate CSV files.
4. Upload the file: At the top of the Users page, click "Bulk update users," then click "Attach CSV file." Next, browse to the location on your computer and attach the CSV file. Click "Upload." Your Tasks list opens automatically and shows the progress of the upload. Once it's complete, you'll receive an email report. Note that it can take up to 24 hours for new users to access Google services and appear in the Directory.
To learn more about adding users with a CSV import, click here.
Google Workspace offers customizable roles and permissions to ensure users have the appropriate level of access to resources and tools.
Administrators can create custom roles or adjust the default roles (Super Administrator, Group Administrator, etc.) based on the organization's needs.
Follow these steps to manage user roles and permissions effectively:
Review and update roles and permissions regularly to ensure the right access levels are maintained across your organization.
As a Google Workspace administrator, your goal is to maintain a secure and productive user environment. Follow these best practices to manage your Google Workspace users effectively:
Keeping an eye on user activity helps you identify potential security threats or compliance breaches. Google Workspace provides various reports and monitoring tools, such as activity logs, usage reports, and security dashboards, to gain insight into user behavior.
Regularly review and analyze these reports to detect suspicious activities or identify areas for improvement in your organization's Workspace usage.
Implementing robust security measures like 2-Step Verification, Single Sign-On (SSO), and BeyondCorp ensures that only authorized users can access sensitive data and applications. Periodically review and update your security settings to stay protected against emerging threats. Here are a few key recommendations:
Continuous training and support are crucial for users to leverage the full potential of Google Workspace. Provide training sessions, workshops, or webinars on various Workspace applications such as Google Docs, Sheets, Drive, and Meet.
Encourage users to explore the Workspace Learning Center for self-paced learning and quick access to helpful resources.
You can also turn to BrainStorm, a Promevo partner, to empower you with the platform you need to automate critical activities: onboarding, end-user behavior intervention, technology changes, and optimizing the use of your software. You set the training destination and BrainStorm empowers your end users to pick their best path to get there.
If you're looking to better manage your company's Workspace system, Promevo can help. As a Google-certified team, our in-house experts provide unparalleled assistance and custom solutions to your Workspace pain points.
One of our key differentiators is gPanel®, our exclusive Workspace management and reporting software.
With gPanel®, you can centralize user management and security tasks while harnessing the robust capabilities of Workspace. gPanel® allows you to take precise administrative action, oversee communications, and more.
When your team chooses this software, you can:
In addition to gPanel® , Promevo provides end-to-end support for Google Cloud services, ChromeOS, app modernization, and more. Contact us today to get started.
Google Workspace is a suite of cloud-based productivity and collaboration tools provided by Google, including Gmail, Google Drive, Google Docs, Sheets, Slides, and more. It's designed to help businesses, organizations, and teams work together more effectively.
By adding users to your Google Workspace, you can grant them access to these tools, allowing them to collaborate, share files, and communicate efficiently within your organization.
Adding new users to Google Workspace can be done through the Admin console. You can either create a new user manually or, if you have multiple users to add, import them using a CSV file.
Yes, you can add multiple users at once using a CSV file. To do this, follow these steps:
It's important to follow Google's guidelines for using the CSV method. Learn more about this process here.
If you encounter errors when adding users, you can check the following:
If you still cannot resolve the issue, consult Google Workspace Support for assistance.
Yes, the administrator of a Google Workspace account can add additional users. This allows multiple people to access the suite of apps like Gmail, Drive, Calendar, etc.
As the administrator, go to the Admin Console and select Users. Click Invite/Add new users. Enter the new user's email address and name. Choose their account type, like basic, business, etc. Select their storage amount and any additional services. Finally, click Invite to send them an email invitation.
The number of users you can add depends on the edition of Google Workspace. For Business Starter, you can add up to 100 users. For Business Standard and Business Plus, you can add unlimited users. Check the edition for exact user limits.
Yes, you need to pay for each additional user beyond the initial licenses included. The price per user varies based on the Google Workspace edition. You can add users at any time and just pay the prorated price.
Meet the Author
Promevo is a Google Premier Partner that offers comprehensive support and custom solutions across the entire Google ecosystem — including Google Cloud Platform, Google Workspace, ChromeOS, everything in between. We also help users harness Google Workspace's robust capabilities through our proprietary gPanel® software.
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