Adding new users to your Google Workspace is easy, but we have some tips to help you make the most of your plan. For optimal security, Google advises creating a unique account for each new hire, rather than sharing accounts. It’s important to avoid reusing an old account from a former employee, even if it seems convenient.
We also suggest setting up the new user’s account before their official start date, as it can take up to 24 hours for all Google services to become fully accessible.
Step 1 - Offboard old users
Before purchasing new licenses and adding new users, you should ensure old users have been properly offboarded without losing their files. Before adding new users, it's a good opportunity and reminder to eliminate unused licenses, reduce costs, and maintain good IT hygiene.
If you're interested in learning more, we have a detailed guide for offboarding here.
Step 2 - Add or Reassign Licenses
You will need a Google Workspace license for each user, and you'll be given the option to purchase a license when you add a new user if you are on a Flexible Plan - if that's the case you can skip to step 3. If you're on an Annual Plan, and you don't have any unassigned licenses from old users, navigate to Billing → Subscriptions while logged into your Google Admin Console.
For current UpCurve customers and those interested in purchasing Workspace licenses through us, we offer seamless user onboarding at no additional cost, along with perks like complimentary educational training tools, security monitoring, and flexible billing options not available directly from Google.
Here's Google's support article for getting licenses and adding new users.
Step 3 - Add your new user
Go to your Admin console, and click Directory → Users. Follow the prompts there to add your user. While the phone number is optional, we recommend adding it to assist with multi-factor authentication. You should also not skip adding a secondary email address for account recovery and, more immediately so that your new user can get their login information.
Make sure that multi-factor authentication is switched on for all users throughout your organization, and do not give them the option to turn it off. This vital cybersecurity measure deters the large majority of breaches and should not be skipped for convenience.
Read the full guide here from Google on how to add new users.
Step 4: Offer training and guidance
Google offers a variety of training resources for both Google Workspace and Gemini for Google Workspace. It's helpful to gauge your new hire's familiarity with Google Workspace—especially if they're transitioning from a Microsoft-based environment. If that's the case, consider allowing extra time for them to get up to speed with the basics. These free Google Workspace courses are self-paced and can be completed in just a few hours.
All new users should be trained on how to effectively leverage Gemini for Google Workspace. If you're not already using this powerful AI toolset from Google, contact us to begin a free trial. Its wide range of features can help save time and enhance productivity across virtually all roles, offering substantial ROI at a low per-user cost.
While it's best to learn by using the tool, this free 30-minute course offers an introduction to Gemini for Google Workspace worth checking out.
If you'd prefer to have someone handle all of this for you, we've got you covered! We provide comprehensive support services for Google Workspace and have been working with Gemini since its launch. Reach out to us today to learn how we can assist with onboarding and training your employees.
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