Google Workspace Admin — User, OU, License & Role Management

User Data Management

• Navigate to the Admin Console ($admin.google.com$) → Users.

  • View per-user panel: reset password, update profile, upload photo, check storage usage, etc.

Password Handling

• Search / Reset Password

  • System can auto-generate a secure password.

  • Manual option: password must contain more than $8$ characters.

  • Checkbox “Force password change at next sign-in.”

  • Communicate the password: copy, write down, or send via e-mail.

Deleting & Restoring Accounts

• Delete user menu:

  • Decide whether or not to transfer the departing user’s data to another account.

• Recently deleted users are listed for quick review.

• Recovery window: up to $25$ days after deletion.

Mobile Administration

• Google Admin app (Android / iOS) supports remote tasks (resetting passwords, creating, suspending, or deleting users) without a computer.

Organizational Units (OUs)

• Every user belongs to exactly one OU; plan the hierarchy first (e.g. Students ➜ Year Groups, Teachers, Support Staff).

• Create / rename / move OUs: Directory → Organizational units → +.

• Example: add school year OU “$2566$” with sub-OUs for each grade.

Adding User Accounts

Single-User Creation

1. Directory → Users → select target OU.

2. Click Add user and enter:

   • First / Last name (Thai or English)

   • Username (English)

   • Optional: backup e-mail, phone number

   • Password: auto or manual

Bulk Upload (≈ $100$ users/session)

• Users → Bulk upload users → download the five-column CSV template.

  • Minimum columns: First Name, Last Name, Email, Password, OU.

  • Optional columns: backup e-mail, phone, student ID, department, etc.

  • Column “Change password at next sign-in” → $TRUE$/$FALSE$.

• Recommended template shortcut: bit.ly2adduser_google (QR provided in slides).

• Delete any unused columns to avoid validation errors.

• Upload the completed CSV.

  • Progress/status icon shows ✔︎ or ✖︎; download error file if needed.

  • All admins receive the “Google Workspace Bulk Upload Report” e-mail.

• Editing Existing Users in Bulk:

  • Keep Email column as identifier, change other fields, re-upload to update passwords, names, or OU assignments.

Account Suspension

• Suspend when temporary deactivation is needed instead of deletion.

• Suspended users still consume licenses if the OU uses automatic licensing.

Administrator Roles

• Add additional admins to eliminate single-point failure.

• Admin roles include:

  • Super Admin: full control (domain verification, delete users, etc.).

  • User Management Admin: limited to user tasks (e.g. password resets).

  • Other predefined/custom granular roles per application.

• Assign role: Users → select account → Admin roles → assign.

License Management

• Example paid SKU: Teaching & Learning Upgrade.

Individual Assignment

• Tick up to $50$ users in the list → Assign licenses.

OU-Level Automatic Assignment

• Billing → License settings → select OU → toggle Automatic.

  • Pro: no manual work.

  • Con: licenses tied up by suspended/inactive accounts.

Bulk License Upload (≤ $200$ rows)

• CSV columns: Email | SKU_ID | Action (e.g. ADD or REMOVE).

  • SKU ID for Teaching & Learning Upgrade = $101037001$.

• Upload via Billing → Bulk update licenses.

Google Admin Mobile App (Recap)

• Key functions: reset passwords, suspend/restore users, view logs, verify settings—anywhere.

Google Groups for Internal Communication

• Works as discussion forum + shared inbox + document hub.

• Automatic e-mail notifications; replies feed back into the group.

• Creation/management accessible to Group Owners, Managers, Members, or the Entire Organization.

• Invitees can be individual or group e-mail addresses (including personal Gmail).

• Education vs Business editions differ in limits/features, but core workflow remains the same.

• Community support: Facebook page “Google for Education Administrator.”