Introduction

This blog explains how to efficiently bulk add new users in Google Workspace using xFanatical Foresight. Onboarding new employees or provisioning multiple user accounts manually through the Google Admin Console can be time-consuming and error-prone, especially for large organizations. Foresight streamlines this process by automating the bulk creation of users through scheduled rules and CSV uploads. Whether you're scaling up your workforce or managing seasonal staff, Foresight allows IT administrators to simplify user onboarding, maintain consistency, and save valuable time by eliminating repetitive manual tasks.

Illustration of how xFanatical Foresight automates bulk adding new users in Google Workspace.
Illustration of how xFanatical Foresight automates bulk adding new users in Google Workspace.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful automation platform designed specifically for Google Workspace. It enables administrators to bulk add new users to Google Workspace effortlessly. Instead of manually creating user accounts one by one through the Google Admin Console, you can quickly and efficiently provision multiple users at once. This streamlines the onboarding process, ensuring that new employees or students are added consistently and without delays. With xFanatical Foresight’s user-friendly interface and powerful automation, the entire process becomes fast, accurate, and hassle-free, saving time and enhancing overall user management efficiency.

Automation Setup Instructions

In this section, we will guide you through the automation setup in xFanatical Foresight. After completing the automation rule, verify whether the automation meets your requirements.

Set Up Automation From Scratch

Set Up Automation From Scratch

Supported plans: xFanatical Foresight Elite and Professional (Legacy).

  1. Create a Google Sheet with the following columns: Email, First Name, Last Name, Org Unit Path and Secondary Work Email. This sheet will include the details of the new users to be added to Google Workspace. Download the Sample CSV file.  Learn more about editing a CSV file in Google Sheets.
    Prepare a CSV file to upload into the rule.
  2. Once completed, click File > Download > Comma Separated Values (.csv) to download the Google Sheet as a CSV file.
  3. Sign into xFanatical Foresight with your Google Admin account. 
  4. Go to the Rules page. 
  5. Click the New Rule new rule button button.
  6. In the Select a trigger screen, select Data uploaded trigger.
    The data uploaded trigger to trigger a rule by uploading a CSV file in xFanatical Foresight
  7. Click the Choose a CSV file to select the CSV file created in Step 1.
    Select the CSV file in the data uploaded trigger for the bulk add users rule.
  8. Click Next.
  9. In the Select an action screen, select the Generate password action.
    Select the generate password action for the bulk add users rule.
  10. In the Edit actions > Generate password screen,
    Configure the generate password action for the bulk add users rule.
    1. No configuration needed.
    2. Click Add next Action.
  11. In the Select an action screen, select the Create user action.
    Click Add next action. Select the Create user
  12. In the Edit actions > Create user screen,
    Configure the create user action for the bulk add users rule.
    1. Select variables from the Data uploaded trigger.
    2. Click Add next Action.
  13. In the Select an action screen, select the Email action.
    The email action to send an email from your gmail in xFanatical Foresight
  14. In the Edit actions > Email screen,
    Configure the email action for the bulk add users rule.
    1. In the To field, select the Secondary work email variable from the Data uploaded trigger.
    2. In the Subject field, enter a subject line that clearly communicates the purpose of the email.
    3. In the Email body field, personalize the message with the login details for the new user.
    4. Click Review.
  15. In the Review screen,
    In the Review page, provide rule name and create rule.
    1. In Rule name, enter a rule name for easy identification.
    2. Click Create.
  16.  The automation rule is created.
    xFanatical Foresight rule graph for bulk adding users in Google Workspace.
    xFanatical Foresight rule graph for bulk adding new users and sending login credentials in Google Workspace.
Verify Automation

Verify Automation

To ensure that your rule setup automates as expected, it’s essential to conduct a simple test. The following instructions demonstrate how xFanatical Foresight automates the bulk creation of new users in your Google Workspace domain and emailing the sign-in credentials to their personal emails.

  1. Go to xFanatical Foresight.
  2. Go to the Rules Page.
  3. Click on the upload-button. of Bulk add new users in Google Workspace rule.
    Upload CSV to bulk add users rule
  4. Select the CSV file prepared in Step 1 of the Set Up Automation From Scratch section to upload and proceed with the automation.
  5. Wait for the CSV file to be processed and receive a notification in the top right of xFanatical Foresight. In the notification message, click View log.
    A notification will be triggered and sent upon the execution of the rule, informing users of the action taken.
  6. In the Logs > Log details page, the Rule history section explains the automation history and task xFanatical Foresight has automated on behalf of your Google account.
    A detailed log screen, sent upon the execution of the rule, informing users of the action taken.
  7. Sign into your Google Admin Console and verify that the automation has successfully added the new users.
    Verification for the successful user addition by the automation.
  8. Go to the admin’s Gmail account and open the Sent folder. Verify that the automation successfully sent an email containing the login details to the new user’s work email.
    Email verification for the bulk add users rule.

Notes

  • Once the automation rule is configured, the admin needs to upload the CSV file. After that, xFanatical Foresight seamlessly takes over and adds new users to Google Workspace in bulk.
  • At each time a rule is executed, you will receive a notification in the app telling you how it has happened to your rules and whether rules  were automated successfully or not.
  • The rule execution and CSV processing may take a few minutes to complete as the system processes the file and updates information efficiently.
  • Password strength and length can be adjusted in the Generated password action.
  • The Secondary work email column is the personal email address to receive the work account's credential. 
  • New users are required to change their passwords by default after signing into their Google account.
  • The workflow allows new users to be created under different organizational units. 
  • The workflow supports optional data columns during the user creation process. For example, to add a Manager's email, add an additional column Manager Email, and in the Create user action's Manager's email field, select the Manager Email variable from the Data uploaded trigger. Learn more details in the Create user action's fields.

Conclusion

In conclusion, bulk adding new users in Google Workspace using xFanatical Foresight streamlines the user onboarding process with speed, accuracy, and minimal manual effort. By automating user creation and email notifications, administrators can save valuable time while ensuring consistent setup across all accounts. This powerful solution not only improves operational efficiency but also enhances user experience from day one, making it an essential tool for managing large-scale user provisioning in any organization.

Try a 14-day free trial with xFanatical Foresight and manage your tasks.

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