Adding new user accounts is a fundamental task for managing your Google Workspace efficiently. This guide will walk you through the process of creating a new user account, enabling you to quickly onboard new team members.
Requirements:
- Admin access to the Google Admin Console.
Step-by-Step Guide:
Step 1: Log into the Google Admin Console
- Navigate to https://admin.google.com.
- Sign in with your admin credentials.
Step 2: Access User Management
- In the Admin Console dashboard, click on Users. This section is typically found directly on the home page or under the Directory in the main menu.
Step 3: Add a New User
- Click on the Add a user button, often located at the top of the Users page or via a floating ‘+’ icon.
- You will be prompted to enter the user’s basic information:
- First Name and Last Name
- Primary Email Address: Choose a username and domain. Google Workspace will check if the username is available.
- Optionally, you can fill in secondary email, phone number, and other personal details.
Step 4: Assign Organizational Unit and Roles
- Organizational Unit: Assign the user to an organizational unit that determines their access to services and settings.
- Roles: If necessary, assign administrative roles or custom roles that you’ve set up for different types of admin access.
Step 5: Set Up Account Security
- Choose how the initial password will be set:
- Automatically generate a password: Google will create a secure password that you will need to communicate to the user.
- Enter a password yourself: Choose a secure password and relay it to the user.
- Decide if the user must change their password at first login, which is recommended for security reasons.
Step 6: Send Account Details
- After confirming all information and settings, click Create.
- Notify the new user of their account details, including their email address and initial password. Make sure to do this securely.
Step 7: Review and Confirmation
- Once the account is created, it will appear in the list of users. You can go back and edit further details or assign additional settings as needed.
- Ensure the user can log in and access Google Workspace services without issues.
Best Practices:
- Secure Transmission of Initial Passwords: Use secure methods like encrypted emails, secure messaging apps, or in-person meetings to provide initial login credentials.
- Immediate Onboarding: Quickly integrate new users into your organization’s workflow by providing necessary training and access to tools.
- Regularly Update User Details: Keep user information such as contact details and organizational roles up to date in the Google Admin Console.