Import users from Google Workspace or a CSV file

You can add many people to your account in one go instead of inviting them one by one. Pick them from your company's Google Workspace directory, or upload a CSV file. Everyone you import gets a user in your account and, if you leave the option on, an email.

Who can use it#

Account administrators of the main account, on a plan that includes user management. The Import from Google Workspace button is in Settings > Users, next to Invite User. Project administrators and members do not see it. Each imported person takes a user seat like any other user, so see Seats below.

Connect Google Workspace#

Connecting a Google Workspace directory directly is being rolled out and becomes available to all accounts after Google's review of the app.

Only a Google super administrator can connect, because a delegated administrator may see only part of the directory. In Settings > Users press Connect Google Workspace, sign in at Google as a super administrator and allow the read-only access. You come back to the console, where a window asks you to confirm the Google Workspace domain and the administrator shown. Nothing is connected until you press Connect there. Cancel connects nothing.

The connection belongs to one account. A Google Workspace that is already connected to another account cannot be connected a second time.

Choose people#

In the import window choose Google Workspace directory and search by name or email, filter by organisational unit, or pick a group. Select all ticks only the people who are new to your account. People who are already users, people in another account and people suspended in Google cannot be ticked, except a user who has no sign-in yet, whom you can tick by hand to give them one. One import takes up to 1,000 people. The list shows up to 5,000 people; use search, an organisational unit or a group to narrow it.

Roles#

Choose the role for everyone in the import: Member, Manager or Project admin, the projects they may use, and whether they can use Meetings only. The role applies to new users only. People who are already users keep their role and projects.

What each person receives#

If you leave Send them an email on, each person gets an email saying their account is ready, with a Continue with Google button and no password to set. On a white-label console that does not offer Google sign-in, the person gets the usual invitation email with a link to set a password. The preview step shows which email will be sent. If an email cannot be sent, the person is still added and the results say so. For people from a CSV file outside a connected domain the option is locked on: they always get the email.

A CSV file instead of connecting#

The CSV import works for every account whose plan includes user management, with or without a Google connection. In the Google Admin console open Users and choose Download users, then upload that file (up to 2 MB and 5,000 rows). The file needs an email column. Rows without a valid email and repeated rows are counted and left out.

Choose the role, check the preview and start the import. Everyone added by CSV gets an email that says who added them; the option to turn it off is locked on for CSV people outside a connected domain. Next to the Continue with Google button, such a person also gets a link to set a password.

People whose address is outside the Google domain you connected, or any address when you have not connected, cannot be proven to belong to your company. They always get an email that names you as the person who added them, and you cannot turn that email off. There is also a daily limit for such people.

Seats#

Each new user takes a seat. The preview shows how many seats the import needs and how many are free. If you are short, nothing is imported: add the missing seats with the button in the preview, or choose fewer people. The preview refreshes once the seats are added.

The sync switch#

In the Google Workspace panel you can switch on an hourly sync. It is off by default. Every hour, people you imported are disabled when they are suspended or deleted in Google, and enabled again when they come back and a seat is free. People you added by hand are never touched. Disabling takes the person out of your whole account, signs them out and closes their sign-in when it belongs to this account only. The sync enables again only people that it disabled itself; people you disabled by hand stay disabled. The last account administrator is never disabled by the sync; the admins get an email instead. The panel shows the last run and what it did.

Held changes#

When a run wants to disable many people at once, or Google does not confirm that a person was deleted, nothing is disabled. The panel shows a banner with the people and the reason. Press Apply to disable them, or Dismiss to keep them active. A held run waits a week. After that the sync checks again and asks you again.

Kept active by an admin#

When you dismiss a held run, or enable a person by hand, the person shows a Kept active by an admin chip in the Users table. The sync leaves them alone until you turn the sync off and on again. A person the sync disabled shows Disabled by Google sync, and only an account administrator can enable them again.

Disconnect#

Press Disconnect in the panel. Imported users stay as they are and the sync stops. If Google does not confirm that the access was removed, the panel tells you how to remove the app in your Google Admin console.

What Voiceland reads from Google#

With read-only access, and only when you ask, Voiceland reads the name, email address, organisational unit, group membership and account status of the people in your directory. It does not read passwords, mail, files or calendars. The access token is stored encrypted and is deleted, and the access revoked at Google, when you disconnect.