Introduction

This blog explains why and how to Delete Google Workspace Users on a scheduled basis. Managing user accounts manually can be time-consuming and prone to errors, especially in large organizations. Automating user deletions using scheduled events ensures timely account management, improves administrative efficiency, and helps maintain a well-organized workspace. In this guide, you'll learn how to set up an automated process using xFanatical Foresight to delete users at a scheduled time, streamlining your workflow and reducing manual effort.
Illustration of automated delete users by schedule in Google Workspace with xFanatical Foresight Automation
Illustration of automated delete users by schedule in Google Workspace with xFanatical Foresight Automation

By automating user deletion based on a schedule, admins can efficiently manage inactive or temporary accounts, optimize license usage, and enhance security. 

Now, we are going to show you how xFanatical Foresight can automate the deletion of Google Workspace users on a schedule, saving you time and ensuring compliance.

Introducing xFanatical Foresight Automation

xFanatical Foresight is a powerful automation tool designed specifically for Google Workspace. It enables administrators to effortlessly schedule and automate user deletions, ensuring efficient account management and compliance. With its intuitive interface and customizable workflows, xFanatical Foresight simplifies the process of deleting inactive or temporary users, optimizing license usage, and enhancing security.

Automation Setup Instructions

In this section, we 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).

Before you schedule deleting users in Google Workspace in advance, here is a warning: once you delete a user from Google Workspace, the user data is deleted permanently from your domain if the user is not restored on time. So it’s cautious before moving forward, see Delete or remove a user from your organization.

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Rules page. 
  3. Click the New Rule new rule button button at the bottom right to create a new rule.
  4. In the Select a trigger screen, select Time trigger.
    Time trigger to schedule the rule execution.
  5. In the Edit trigger > Time screen, select the future date and time using date-time picker to schedule when the user should be deleted.
    Set trigger time to schedule the rule execution
    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 Delete user action.
    select Delete user action for the rule
  8. In the Edit actions > Delete user screen,
    In the Delete users by schedule page, click on the 'Delete user' action and provide email of the user.
    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. Enter the Primary email of the user who will be deleted.
  9. (Optional) Add more Delete user actions if needed.
    Optionally add delete user action in the rule.
    1. (Optional) To delete multiple users at once, click the + button at the top of the tab, add as many Delete user actions as needed, and repeat step 8 for each action.
    2. Click Review.
  10. In the Review screen,
    In the Review page, provide rule name and create rule
    1. In Rule name, give your rule a name for easy identification.
    2. Click Create.
  11. The automation rule appears on the Rules page and is active by default upon creation.

Reschedule the Deletion of a Google Workspace User Accounts

Many organizations need flexibility when managing user accounts in Google Workspace, especially due to staffing changes, extended absences, or unexpected situations. The ability to schedule and adjust user account deletions ensures smoother transitions and better administrative control in these scenarios.

  1. Sign into xFanatical Foresight with your Google Admin account. 
  2. Go to the Rules page. 
  3. Click the Three-dots located next to your rule.
  4. Select the Edit option from the dropdown menu.
    Reschedule the deletion of Google Workspace user.
  5. In the rule interface, select the Time trigger and set a specific date and time to reschedule the deletion of a Google Workspace user account.
    Set trigger time to schedule the rule execution
  6. Click Review.
  7. Click Save.
  8. The automation rule is updated.

Cancel the Schedule of deleting a Google Workspace Users

The ability to cancel a scheduled deletion of a Google Workspace user account is incredibly valuable, particularly in situations where mistakes are identified or when there is a need to retain an account for a longer period. Fortunately, with xFanatical Foresight Automation Tool, you can effortlessly cancel the scheduled deletion of a Google Workspace user. This feature not only helps prevent accidental data loss but also ensures greater flexibility and control over account management.

If you delete the rules associated with the Scheduling Google Workspace User Deletion with Foresight rule, the cancellation process will proceed more smoothly.
Cancel the schedule of deleting a Google Workspace user.
Delete xFanatical Foresight rule to cancel the schedule of deleting a Google Workspace User

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 schedules the deletion of a user in Google Workspace.
Note: For demonstration purposes, please set the Trigger time field in the Time Trigger to 15 minutes from now.

  1. Sign into xFanatical Foresight with your Google Admin account. 
  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. Sign into your Google Admin Console. And verify that the user has been deleted by the automation rule.
    A verification of the rule that the user is deleted.

Notes

  • Once the automation rule is established, xFanatical Foresight will auto-pilot the deletion of the users. No manual intervention is required. xFanatical Foresight frees you up from hours of repetitive tasks of deleting users. 
  • As a Google administrator, you have the flexibility to delete users individually or in bulk, allowing for efficient and streamlined user management.
  • To delete users in bulk, instead of selecting each user individually, you can checkmark the box on the left of each username in Google Admin Console, then click on More options > Delete selected users.
  • 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.

Conclusion

Automating the deletion of Google Workspace users on a schedule streamlines account management, optimizes license usage, and enhances security. By leveraging xFanatical Foresight, administrators can efficiently handle user lifecycle management with minimal manual effort. This approach ensures timely deletions, reduces administrative overhead, and maintains compliance with organizational policies. 

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

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

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