Suspend Google Workspace users by Schedule

Introduction

In this blog post, we will explore how to schedule Google Workspace Suspend Users. Suspending user accounts is often necessary in organizations for various reasons, such as employees leaving, interns ending summer internships, contractors finishing projects and leaving, or third-party partners temporarily accessing corporate information with a short-lived account etc.

However, with the help of xFanatical Foresight Automation Tool, the process becomes seamless and efficient. Unfortunately, Google Admin Console doesn't provide the feature to suspend users in advance for you.

Video tutorial

The Challenge of Suspending Users

• Accurate Scheduling. One of the primary challenges in user suspensions is ensuring accurate scheduling. Administrators often struggle with coordinating suspensions across various departments and time zones. Our Foresight solution addresses this challenge by automating the scheduling process.
• The mental burden of remembering important tasks. In a fast-growing business, administrators face stress trying to remember to suspend users before they start. Our solution relieves this pressure.
• Data Security. Suspending a user involves restricting their access to company resources and data. Administrators need to ensure that the user's data remains secure during and after the suspension process, preventing unauthorized access or data breaches. Our solution ensures the security of information.
• Potential for Human Errors. Without automated systems, there's a higher likelihood of human errors occurring during the scheduling of user suspensions, which can have significant consequences for data security and user access. Foresight mitigates this risk by automating the entire suspension process, reducing the dependency on manual input and minimizing the potential for human errors.

Introducing Foresight Automation Tool for Google Workspace

xFanatical Foresight Automation Tool for Google Workspace is a powerful solution that helps businesses efficiently manage their Google Workspace users. It automates user management

tasks, such as suspending accounts by schedule, making the process faster and more reliable. With xFanatical Foresight Automation Tool, businesses can easily set up rules and schedules for suspending Google Workspace accounts, ensuring that inactive or unused accounts are promptly deactivated.

Benefits of Scheduled User Suspensions through Foresight Automation 

• Time-saving: With automated suspensions, you no longer need to manually perform this task, allowing you to allocate your time to more critical responsibilities.
• Error reduction: By eliminating manual intervention, the chances of human errors in the suspension process are significantly reduced.
• Improved security: xFanatical Foresight Automation Tool ensures that inactive or unused accounts are promptly suspended, reducing the risk of unauthorized access to company resources.

Schedule suspending Google Workspace users on xFanatical Foresight

1. Log in to your Foresight account with your Google Admin account.
2. Go to the Rules page.
3. Click the blue button at the bottom right to create a new rule.
4. In the Select a trigger screen, select Time as the trigger.
5. In the Edit trigger screen, select a future time using the date and time picker.
6. This is the time users will be suspended.
7. Click Next.
8. In the Select an action screen, select Suspend user action. This action allows you to suspend an individual account from your Google Workspace domain.
9. In the Edit actions screen, enter the Primary email of the user who will be suspended. Grant access permission from your Google account for the first time.
10. (Optional) If you want to suspend more users at the same time, click the + button at the tab head and add another suspend user action.
11. Click Review.
12. In the Review screen, give your rule a name for yourself to identify.
13. Click Create.
14. In the Rules page, you will now see a new card created. The rule is enabled by default when it is created.
15. Foresight will notify you when the rule is successfully executed.
    xFanatical Foresight rule graph to Schedule suspending Google Workspace users

Reschedule suspending Google Workspace users

To reschedule the suspension of Google Workspace users, follow these steps:

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.
5. Select the Time trigger within the rule interface. To reschedule the suspending day for a user, add the desired date and time.

Cancel scheduled Google Workspace user suspension

Using the xFanatical Foresight Automation tool simplifies canceling scheduled Google Workspace user suspensions. By deleting the rules associated with Schedule suspending Google Workspace users on xFanatical Foresight, you can ensure the cancellation process proceeds smoothly.
xFanatical Foresight rule graph to cancel scheduled Google Workspace user suspension

Alternative rule setup to suspend users by schedule

Unlock a streamlined approach to scheduling user suspensions by leveraging Google Calendar events and harnessing the automation prowess of the Foresight tool. In this section, we delve into an alternative rule setup that seamlessly integrates Google Calendar events with Foresight automation.

Discover how this innovative approach enhances administrative efficiency and simplifies user suspension management while maximizing the capabilities of the Foresight tool.

Suspending Users with Foresight and Google Calendar Integration

Suppose you need to suspend a user, such as John Smith, with a specific email address. You can create a corresponding event in Google Calendar with the title Suspend user followed by the user's email address and the scheduled suspension time.

Rule Creation in xFanatical Foresight Automation tool

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 Calendar event started trigger from the select a trigger screen.
4. In the Edit trigger screen, select the Primary Calendar option in the Calendars field, and add an Event title, Suspend User.
5. Click Next.
6. On the Select an action screen, click the Get calendar event info action.
7. In the Edit actions screen, select Calendar id option in the Calendar field and, select the Calendar event id in the Event field.
8. Click Add next action.
9. On the Select an action screen, select Extract data from text.
10. In the Source text field, select the Event title variable, select EMAIL in the Data type to extract.
11. Click Add next action.
12. Select Suspend User action.
13. Select the Primary email of user to suspend in the Primary email field. This is the email address extracted from the event title.

Conclusion

Efficiently managing Google Workspace users is crucial for maintaining data security and a streamlined workflow. With xFanatical Foresight Automation Tool, businesses can automate the process of suspending accounts by schedule, saving time and resources while improving security. Take advantage of Foresight Automation to enhance your Google Workspace user management workflow and focus on more strategic initiatives.

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

Related Article:

How To Bulk Suspend Users In Google Workspace?

Auto Delete Google Workspace Users Who Have Been Suspended For 6 Months

Export All Suspended Users In Google Workspace

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