Introduction

In this article you will learn about how to create Google Workspace users by schedule. When a new user joins your organization, having their Google Workspace account ready on time is crucial. Whether it’s a new employee, a student, or a team member, delays in account setup can slow down onboarding and disrupt workflows. That’s where scheduling user creation helps. It ensures accounts are created automatically at the right time, without the hassle of manual setup.

Creating-Google-Workspace-Users-by-Schedule.Illustration of creating Google Workspace users by schedule with xFanatical Foresight Automation

By scheduling Google Workspace user creation, you ensure new employees or students have their accounts ready on time, streamlining onboarding and reducing manual work. Automating this process minimizes delays, prevents errors, and improves the overall user experience.

Now, we are going to show you how xFanatical Foresight can automate user creation by schedule, saving you tons of time.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful automation tool designed specifically for Google Workspace. It enables administrators to automatically create Google Workspace user accounts on a scheduled basis, saving time and effort. With xFanatical Foresight, administrators can streamline the user provisioning process by setting up scheduled workflows that generate new accounts based on predefined rules. By automating adding google workspace users, xFanatical Foresight ensures a seamless onboarding experience and reduces manual workload for IT teams.

Automation Setup Instructions

In this section, we guide you through the automation setup in xFanatical Foresight. We have 2 ways to set up automation rules, set up automation from a template and set up automation from scratch. After completing the automation rule, verify whether the automation meets your requirements.

To make scheduled user creation effective, it's important to ensure that each new user receives the right settings, access permissions, and necessary resources. This includes username, temporary password and the Google account login link.

Set Up Automation From a Template

Set Up Automation From a Template

Supported plans: xFanatical Foresight Elite plan.

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Templates page.
  3. Click the Create users by schedule template.
    Search for Create users by schedule template in Foresight
  4. In the Templates > Create users by schedule page, click Copy rule.
    Create users by schedule page, click the Copy rule button to duplicate the automation rule
  5. For the first time use of the template rule, an dialog Action needed will display requesting necessary permissions required to copy the rule. Click Connect with Google and authorize the permissions.
  6. Upon authorization, a dialog titled Copy of Create users by schedule will display.
  7. Click on the Time trigger.
  8. In the Edit triggers > Time screen, at Trigger time, select the time when the user is going to be created
    xFanatical-Foresight-Time-Trigger
  9. In the Generate password action, make the necessary adjustments to customize the password generation settings as needed.
    In the Create users by schedule page, click on the 'Generate password' action and set up necessary details.
  10. In the Create user action,
    In the Create users by schedule page, click on the 'Create user’' action and set up necessary details.
    1. In First name, enter the first name of the new user.
    2. In Last name, enter the last name of the new user.
    3. In the Primary email, enter the primary email of the new user.
    4. In the Organization unit path, enter the organizational unit for the new user.
    5. In the Secondary work email, enter the new user’s personal email address.
    6. (Optional) enter the other user information, such as manager’s email, employee ID.
  11. In the Edit actions > Email screen.
    In the Create users by schedule page, click on the 'Email' action and set up email subject and email body.
    1. Click the Email action,
    2. In Subject, customize the welcome email subject.
    3. In the Email body, customize the welcome email content.
    4. Click Review.
  12. In the Review > Rule name screen, customize the automation rule name. Then, Click Create.
    customize the automation rule name.
  13. The rule is created in the Rules page. 
    xFanatical Foresight workflow for creating Google Workspace users by schedule

xFanatical Foresight workflow for creating Google Workspace users by schedule.

Set Up Automation From Scratch

Set Up Automation From Scratch

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

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Rules page. 
  3. Click the New Rule The New Rule button in xFanatical Foresight button.
  4. In the Select a trigger screen, select the Time trigger.
    Select the time trigger for the rule
  5. In Trigger time, select the future date when you want the rule to execute.
    In the Time trigger page, select the trigger time.
    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.
  6. Click Next.
  7. On the Select an action screen, select the Generate password action.The generate password action to create the rule.
  8. In the Generate password setting screen, leave all settings at their defaults.In the edit generate password screen, make necessary changes.

  9. Click Add next action and select the Create user action.
    The create user action to create the rule.
  10. In the Edit action > Create user screen,In the Edit Create User screen, fill in the required details and relevant information
    1. For the first time use of the action, click Sign in with Google to grant xFanatical Foresight necessary permissions to automate on behalf of your Google account.
    2. Fill in the new user’s information, including First name, Last name, Primary email etc. 
    3. Then, select the Generate password variable in the Password and in the Organizational unit path, select the Organizational unit path.
  11. Again, click Add next action and select Email action.
  12. In the Email action,
    xFanatical-Foresight-edit-email-body-screen
    1. In To, enter the new employee’s personal email address, which receives the login credentials.
    2. In Subject, enter the subject line.
    3. In the Email body, set the first name, email and select the Generated Password variable from the Generate password action.
    4. Click Review.
  13. In the Review screen,
    In the Review page provide rule name and create rule -2
    1. In Rule name, enter a rule name.
    2. Click Create.
  14. The automation rule is created.
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 creation of Google Workspace users by schedule.

  1. Go to xFanatical Foresight.
  2. Wait until the configured trigger time, you will 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.
  3. 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
  4. The new user’s Gmail inbox will receive a personalized email with the user’s first name, username and password populated.An email notification will be sent to the user when the rule is executed, confirming the action performed

Notes

  • Once the automation rule is established, xFanatical Foresight will automatically handle the scheduled user creation, requiring no manual intervention. xFanatical Foresight simplifies the process of creating users by schedule.
  • The email may take a few minutes to hours of delays to show up in the new user's inbox. It takes up to 24 hours for Google to initialize new user accounts' services, causing the delay of welcome email delivery.
  • 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 ran successfully or not.
  • The automation rule is the simplest automation. It can be extended to 
  • Instead of sending from the admin's work email, send welcome emails from a more professional email alias, e.g. [email protected].
  • As a Google administrator, you have the flexibility to either send a standard email to all new employees, regardless of their positions, or tailor emails based on their respective departments. If necessary, you can request department heads to provide email templates for this purpose.

Conclusion

Automating the creation of Google Workspace users by schedule with xFanatical Foresight saves time, reduces errors, and streamlines the onboarding process. By setting up automation rules, you can ensure that new users are given the appropriate access and resources right on time, without the need for manual intervention. This not only improves efficiency but also enhances the user experience for new employees, students, or team members.

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

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