Summary:
Section titled “Summary:”WI for creating new users for client (Google)
Who is this KB written for?:
Section titled “Who is this KB written for?:”Service Desk
When should this KB be referenced?:
Section titled “When should this KB be referenced?:”When receiving an onboarding request from client
Step 1: Gather Required Information
Section titled “Step 1: Gather Required Information”- Review submitted onboarding form to get all necessary information to create the account and the chosen cloned buddy account.
Step 2: Create the New User in Google Admin Console
Section titled “Step 2: Create the New User in Google Admin Console”-
Sign in to Google Admin Console with credentials in 1Password
-
Navigate to Menu > Directory > Users.
-
Click “Add new user” (plus sign).
-
Enter the new user’s:
-
First and last name
-
Primary email address
-
Set the initial password (choose “Automatically generate password” & force user to reset password at next sign in ).
-
Organizational Unit (OU):
- For now, leave the default setting or obtain from Cloned User.
- Click Add New User.
Step 3: Clone Memberships and OU from the designated Cloned User
Section titled “Step 3: Clone Memberships and OU from the designated Cloned User”A. Identify the “Cloned” User’s Settings
-
In the Admin Console, search for and select the template user.
-
On the user details page, document:
-
Organizational Unit (OU)
-
Google Group memberships
-
Assigned licenses
-
Any custom roles/privileges (if present)
Tip: Take screenshots or a quick note for reference and post in the public notes.
B. Update the New User Settings to Match
Section titled “B. Update the New User Settings to Match”- Move to Correct OU:
- On the new user’s Admin Console profile, click “Organizational Unit,” choose the same OU as the Cloned user, and save.
- Assign Google Groups:
-
Under the new user’s profile, go to Groups > + Add to group.
-
Add the new user to all groups the Cloned user is a member of.
- Assign Licenses:
-
Scroll down to “Licenses.”
-
Assign the same Workspace/service licenses as the Cloned user.
- (If applicable) Assign Roles/Privileges:
-
On the Cloned user, check the Admin roles and privileges.
-
IMPORTANT Client POC must approve any Admin Roles, ask in public notes of the ticket!
Step 4: Final Account Preparation
Section titled “Step 4: Final Account Preparation”- Update Additional Profile Info:
-
Add recovery email/phone (typically user-provided).
-
Check display name, department, manager, and other HR fields.
- Communicate Initial Credentials:
- Provide the starter password and login to user via secure method
- Document the Clone:
-
Note in the ticket:
-
Template user
-
All groups/OUs/roles set
-
Anyone notified