Introduction

This guide explains how to manage Google Workspace licenses. Being an Google Workspace admin, managing Google Workspace is an essential task. Sometimes, Google automatically assigns licenses for users based on services in the entire organization. In some cases, admin have to manually assign licenses to organizational units, groups or users. This is a complete guide which will give you information about Google Workspace licenses, how to manage them, how to assign and remove licenses and setting automatic licenses for Organizational Units.

What is Google Workspace License
Google Workspace license

Google Workspace License is like a subscription that tells about which Google services and features users can access within their domain. Each user needs a license in an organization to use Google Workspace services. 

For example - Users must have a license to communicate through Gmail, upload files over Google Drive and to conduct meetings through Google Meet.

Why to Manage Google Workspace Licenses ?

Admins are responsible for Google Workspace license management. It is essential for organizations to control usage costs, ensure security and make sure users have exactly what they need. By doing proper management, admins can cut down unnecessary spending over inactive user accounts. Moreover, license management is also important in compliance,  IT governance and knowing how resources are being used in organization.

How to Set Automatic Licensing for Organizational Units

Follow the below steps to automatically set licenses for Organizational Units -

  1. Sign into the Google Admin Console with admin credentials.
  2. Go to Billing > License settings.
    Go to license settings
  3. Select the Organizational Unit from the left.
    Select Organizational Unit
  4. Next, go to your subscription and click Edit.
    Update license settings
  5. Then, in the Automatic licensing field, select On from dropdown.
    Turn on automatic license setting
  6. Click Save to confirm the changes.

How to Bulk Assign and Remove Licenses to Users

  1. Sign into the Google Admin Console with admin credentials.
  2. Then, go to Directory > Users.
  3. Select the users you want to assign or remove license.
    Select list of users to assign license
  4. Now click Assign license or Remove license based on your choice.
    Select assign or remove licenses
  5. Next, if you click Assign licenses, a new window will open and choose which license you want to assign and click Assign.
    Confirm on the setting

FAQs About Google Workspace Licenses
FAQs about GW licenses

  • Q1: Is a license necessary for every Google Workspace user?
  • A: Yes, every user must have a license to use Google Workspace services like Gmail, Drive, Docs, Meet and Calendar.

  • Q2: Is it possible to have multiple license types within a single organization?
  • A: Yes, an organization can have multiple license types. For example - Admins can assign higher licenses to managers and basic licenses to teachers.

  • Q3: What happens if a user does not have a license?
  • A: A user without a license will be able to access any of the Google Workspace services.

  • Q4: Can a license be changed later?
  • A: Yes, admins can upgrade and downgrade a license based requirements.

  • Q5: Does removing a license delete user data?
  • A: No, removing a license does not delete the user’s data. However, the user will not have access to services until a license is reassigned.

  • Q6: Are licenses required for suspended users?
  • A: Suspended users can still have a license unless the admin removes them manually. To free up licenses, the license must be unassigned.

  • Q7: Can licenses be auto-assigned to new users?
  • A: Absolutely yes. Admins can enable auto-license assignment so new users automatically receive a license when their account is created.

  • Q8: How can admins avoid paying for unused licenses?
  • A: Admins should regularly audit users, remove licenses from suspended or inactive accounts and automate license assignment using admin policies.

Conclusion

Now you know the most about Google Workspace licenses and how to manage them efficiently. In addition, this guide got you covered about how to assign licenses automatically based on OU and how you can assign licenses to multiple users at the same time. Follow steps given in the article and read FAQs for more information. 

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