Creating Google Workspace Users by Schedule

Introduction

In this article, you will explore the ultimate guide to creating Google Workspace users by schedule using xFanatical Foresight Automation. In certain business cases, your company will add some short-lived user accounts for interim contractors, interns or partners at the beginning of next month. 

Google Admin Console doesn't have the ability to schedule adding users for you. You have to manually create a reminder to alert the future version of you to add these accounts. As a Google Workspace administrator, that doesn't make sense of your time.

Identifying the Challenges

• The mental burden of remembering important tasks.In a growing business, there is a high turnover rate for employees. Google administrators must set reminders before a new employee's first day of work, causing stress and anxiety. Our solution alleviates this burden.
• Information security concerns.Google administrators cannot create a new user and send login credentials before the employee’s first day of work, as it would violate the company's policies. This is especially concerning when the user account needs to be created at 12:00AM on the first work day. Our solution ensures the security of information.
• Lost productivity due to forgetfulness.If the Google administrator forgets to create the new user on the first day, the new employee is unable to communicate and work without a work account, causing delays.
• Human errors.When adding a new user in the future, the Google administrator must take note of their information, which may need to be updated over time. However, as time passes, the administrator may forget past communications and end up storing outdated information. Our solution helps to avoid these errors.

Benefits of Creating Google Workspace Users by Schedule

• Enhanced Productivity: The ability to create users by schedule ensures that new employees or team members have their accounts ready to use on their first day. This eliminates delays and allows individuals to quickly access and utilize the tools and resources provided by Google Workspace.
• Increased Efficiency: Automate the setup of new Google Workspace users to save time and resources. With scheduled user setup, administrators can apply predefined settings to ensure consistency and minimize errors. Ensure that new users have a standardized experience right from the start.
• Enhanced Security: Security is a top priority for any organization, and Google Workspace users by schedule offers an added layer of protection. By designating specific time slots for user access, organizations gain precise control over permissions for viewing or editing sensitive data. This feature guarantees the security of confidential information and minimizes the risk of unauthorized access.
• Precision: When a new employee joins a company, it is crucial that they receive their new user account at an exact time. This ensures that they can immediately begin utilizing the company's resources and systems, enhancing efficiency and productivity. By scheduling the creation of Google workspace users, organizations can ensure that this process is done with precision and accuracy.

Introducing xFanatical Foresight Automation Tool

xFanatical Foresight Automation tool is a versatile tool designed to automate various tasks within Google Workspace. From user provisioning to account management, this robust tool offers a range of features that simplify administrative workflows. With its user creation by schedule functionality, xFanatical Foresight Automation tool allows organizations to schedule and automate the process of creating Google Workspace users with ease. With its intuitive interface and robust features, Foresight simplifies the entire process by automating repetitive tasks, minimizing errors, and ensuring consistency:

• Simplified Workflow: Foresight offers a simplified workflow for user creation. Administrators can define user attributes, such as Name, Email, and Organizational Unit Path.
• Scheduled User Creation: One of the standout features of Foresight is its ability to create users on a schedule. Administrators can define specific dates and times for user creation, ensuring that new employees have their accounts ready when they join the organization.

If you have yet to install Foresight, check out this quick start.

Video tutorial

Schedule adding a single Google Workspace user on a specific day

Suppose a company is welcoming a new hire Bobby Bishop to join the Digital Marketing team on Monday, May 6th, 2024. The company needs to ensure that a Google Workspace user account is set up with all necessary resources on their first working day.

Preparation Steps Before Scheduling Google Workspace User Creation:

• Google user management admin role: To run the Foresight automation, your Google account must have the Super Admin or User Management Admin role. See Prebuilt administrator roles.
• Scheduled time: Ensure the first work day, including time is correct as per requests from the human resource department or request party. 
• User information: Get accurate information for the new Google user, including email, first name, last name, Organizational unit, employee ID etc. 

Rule Creation Instructions:

1. Log in to your Foresight account with your Google Admin account. 
2. Go to the Rules page and click the New Rule button.
3. Select the Time trigger from the Select a trigger screen.
4. In the Edit trigger screen, specify a future onboarding date.
   Note: The selected trigger time is in your time zone. If the employee will be onboard in a different time zone, consider converting the time to your local time
5. Click on Next.
6. On the Select an action screen, click the Generate password action.
7. Leave all settings at their defaults in the Generate password setting screen.
8. Click Add next action and select the Create user action.
9. To include all necessary information, in the Edit action > Create user screen, fill in the new user's information, including First name, Last name, Primary email etc. Then, select the Generate password variable in the Password field and select the Organizational unit path.
10. Again, click Add next action and select Email action.
11. In the Email action, select the recipient in the To field. In the To field enter the new employee's personal email address, which receives the login credentials, and add a Subject line.
12. Compose an email message containing the professional login credentials for the new employee.
13. Then click Review and name your rule. Finally, click Create.

xFanatical Foresight rule graph for scheduling creating a Google Workspace user

Schedule adding multiple Google Workspace users on a day

Let's say we want to add two Google Workspace users Max and Krrish to different organization units or departments on a single day, then follow these steps:

1. To schedule adding multiple Google Workspace users on a day, click the menu on the rule card after creating the Schedule adding a single Google Workspace user on a specific day rule.
2. Go to the menu options and select Duplicate.
3. Now, admins only need to update the new user's information, in the Create user and Email actions.

Schedule adding multiple Google Workspace users on different days

Enhance your administrative user management experience with the Foresight Automation Tool's Schedule feature, enabling admins to schedule the addition of multiple Google Workspace users on different days. 

For example, a rule can be established to automatically add users on Mondays, Wednesdays, and Fridays. Here is an easy way to schedule adding multiple users to Google Workspace on different days:

1. To schedule adding multiple Google Workspace users on different days, click the menu on the rule card after creating the Schedule adding a single Google Workspace user on a specific day rule.
2. Go to the menu options and select Duplicate option. Then, the administrator needs to configure the the Time trigger, Create user, and Email actions.

Reschedule the first day for a new Google Workspace user account

Successful onboarding plays a crucial role in setting up new employees for success. However, sometimes unforeseen circumstances arise that require a rescheduling of the first day. This could include family issues, extended notice periods from previous employers, or other unavoidable situations.

With xFanatical Foresight Automation tool, administrators can easily update onboarding rules and set new start dates, creating a tailored and flexible approach to welcoming new staff. To do so:

1. Log in to your Foresight account with your Google Admin account.
2. Go to the Rules page.
3. Click the located next to your rule in Foresight.
4. Select the Edit option from the dropdown menu of the rule card.
5. Within the rule interface, select the trigger Time. Set the desired date and time for rescheduling the first day of a new Google Workspace user account.

Cancel the Schedule of Creating a New Google Workspace User

Canceling the schedule for creating a new Google Workspace user becomes essential when a prospective employee experiences a shift in their decision to join the company or encounters personal challenges such as family relocation. xFanatical Foresight Automation tool offers a solution for handling such scenarios with grace and efficiency.

By strategically deleting the rules associated with Schedule adding a single Google Workspace user on a specific day, you can ensure the cancellation process proceeds smoothly and efficiently.

Delete xFanatical Foresight rule to cancel the schedule of creating a new Google Workspace user

Conclusion

Streamlining user creation in Google Workspace is essential for organizations seeking efficiency, accuracy, and security. Foresight offers a comprehensive solution that simplifies the process, automates repetitive tasks, and enhances overall productivity. By leveraging Foresight's features, businesses can optimize their administrative user management workflows, free up valuable time for administrators, and ensure a seamless user experience.

Embrace Foresight today and unlock the full potential of Google Workspace user creation.

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

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