Introduction

In this blog you will learn about how to Suspend Google Workspace Users by schedule. Suspending inactive or temporary users manually can be time-consuming and prone to errors. By automating the suspension process based on a schedule, admins can ensure compliance, optimize license usage, and maintain security. This guide will walk you through the steps to set up scheduled suspensions efficiently.

Illustration of automated suspend users by schedule in Google Workspace with xFanatical Foresight AutomationIllustration of automated suspend users by schedule in Google Workspace with xFanatical Foresight Automation

By automating user suspension based on a schedule, admins can efficiently manage inactive or temporary accounts, optimize license usage, and maintain security. Now, we are going to show you how xFanatical Foresight can automate suspending 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 suspensions, ensuring efficient account management and compliance. With its intuitive interface and customizable workflows, xFanatical Foresight simplifies the process of suspending 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. 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.

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 Suspend users by schedule template.
    Search for Suspend users by schedule template in Foresight 2
  4. In the Templates > Suspend users by schedule page, click Copy rule.
    Suspend users by schedule page, click the 'Copy rule' button to duplicate the automation rule in Foresight
  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 Suspend users by schedule will display.
  7. In the Edit triggers > Time screen, at Trigger time, select the future time using date and time picker, when you want the user  to be suspended.In the Suspend users by schedule page, click on the 'Time' trigger and update the Trigger time

  8. In both the Suspend user actions, provide the primary email of the users to be suspended.In the Suspend users by schedule page, click on the 'Suspend user' action and provide email of the user.
  9. (Optional) Add more Suspend user actions if needed.
    Optionally add suspend user action in the rule.
    1. (Optional) To suspend multiple users at once, click the + button at the top of the tab, add as many Suspend 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, customize the automation rule name.
    2. Click Create.
  11. The rule is created in the Rules page. 

    Suspend users by schedule workflow.
    xFanatical Foresight workflow for automatically suspending Google Workspace users.
Set Up Automation From Scratch

Set Up Automation From Scratch

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

Schedule suspending Google Workspace users on xFanatical Foresight

  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.
    Select the time trigger for the rule.
  5. In the Edit trigger > Time screen, select the future date and time using date-time picker to schedule when the user should be suspended.
    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 onboarding time to your local time.
  6. Click Next.
  7. On the Select an action screen, select the Suspend user action. This action allows you to suspend an individual account from your Google Workspace domain.
    The Suspend user action to create the rule
  8. In the Edit actions > Suspend user screen,In the edit suspend user screen, provide permissions and email address 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 suspended.
  9. (Optional) Add more Suspend user actions if needed. Optionally add suspend user action in the rule
    1. (Optional) To suspend multiple users at once, click the + button at the top of the tab, add as many Suspend user actions as needed, and repeat step 8 for each action.
    2. Click Review.
  10. In the Review screen,
    On the review screen, enter a name for the rule and click 'Create Rule' to finalize and activate it.
    • In Rule name, give your rule a name for easy identification.
    • Click Create.
  11. The automation rule appears on the Rules page and is active by default upon creation.

Reschedule suspending Google Workspace users

  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.
    Rescheduling suspending Google Workspace users.
  5. In the Trigger time, Select a new future date and time using date-time picker to schedule when the user should be suspended.
    In the Edit trigger screen, set the time to trigger the rule.

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.Cancel scheduled Google Workspace user suspension.

xFanatical Foresight rule graph to cancel scheduled Google Workspace user suspension

Alternative rule setup to suspend users by schedule

Unlock a streamlined and automated approach to scheduling user suspensions by seamlessly integrating Google Calendar events with xFanatical Foresight. This powerful combination allows administrators to efficiently manage user suspensions without manual intervention, optimizing workflow automation.

In this section, we explore an alternative rule setup that leverages Google Calendar events as triggers for xFanatical Foresight automation. Learn how this innovative method enhances administrative efficiency, simplifies user suspension management, and ensures a seamless, hands-free process, maximizing the full potential of the xFanatical Foresight tool.

Suspending Users with xFanatical Foresight and Google Calendar Integration

If you need to suspend a user with a specific email address, you can streamline the process by creating a corresponding event in Google Calendar. Simply set the event title as Suspend user and schedule it for the desired suspension time. This structured approach ensures seamless automation, allowing xFanatical Foresight to detect the event and execute the suspension precisely as scheduled, eliminating manual effort and enhancing administrative efficiency.
Create a corresponding event in Google Calendar for user suspension

  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. Select the Calendar event started trigger from the select a trigger screen. This trigger allows you to automatically trigger the rule when a Google calendar event starts in selected Google calendars.Add calendar event started trigger to create a rule.
  5. In the Edit trigger screen,
    Add event title and select calendar in Calendar event started trigger
    1. In the Calendars field, select the Primary Calendar option.
    2. In the Event title field, enter the exact same name of the event you just created.
    3. Click Next.
      Tip: To keep your Primary calendar clutter-free, create a secondary calendar for rule-triggering events. This helps you stay organized and focus on important appointments.
  6. On the Select an action screen, select the Get calendar event info action.
    Add Get calendar event info action to create the rule.
  7. In the Edit actions screen,Configure the Get calendar event info action.
    1. In the Calendar field, select the Calendar Id variable from the Calendar event started trigger.
    2. In the Event field, select the Calendar event Id variable from the Calendar event started trigger .
    3. Click Add next action.
  8. On the Select an action screen, select Extract data from text action.Add Extract data from text action to create the rule.
  9. On the Extract data from text action screen,Edit Extract data from text action within the rule.
    1. In the Source text field, select the Event title variable from the Get calendar event info action.
    2. In the Data type to extract field, select Email type.
    3. In the Variable name field, enter the Email of the user to suspend.
    4. (Optional) Add Variable description accordingly.
    5. Click Add next action.
  10. Select Suspend User action.
    The Suspend user action to create the rule
  11. In the Edit actions > Suspend user screen,In the Suspend user edit screen, select the primary email.
    1. In the Primary email field, select the Email of the user to suspend variable from the Extract data from text action. This is the email address extracted from the event title.
    2. Click Review.
  12. In the Review screen,
    In the Review page, provide rule name and create rule
    • In Rule name, customize the automation rule name.
    • Click Create.
  13. The automation rule is created.
    xFanatical Foresight workflow for suspending users with Foresight and Google Calendar
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 suspension 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 the same 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 suspended by the automation rule.
    A verification of the rule that the user is suspended.

Notes

  • Once the automation rule is established, xFanatical Foresight will auto-pilot the suspension of the users. No manual intervention is required. xFanatical Foresight frees you up from hours of repetitive suspension of the users. 
  • The automation also supports bulk suspending the Google Workspace 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.
  • As a Google administrator, you have the flexibility to suspend users individually or in bulk, allowing for efficient and streamlined user management.

Conclusion

Automating user suspensions in Google Workspace using scheduled events streamlines administrative tasks, reduces manual effort, and ensures timely enforcement of policies. By leveraging xFanatical Foresight, IT admins can efficiently manage user suspensions with precision and ease. This approach enhances workflow automation, minimizes human error, and optimizes organizational efficiency.

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

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