Guide and Best Practices for Google Apps Admins: Managing Users

Best Practices for Google Apps SuperAdmins
Whether you have already made the switch to Google Apps, or you are thinking about the switch, understanding the responsibilities of the Admin role is an essential component for developing and managing your Google Apps environment. So before you make the selection to ‘Manage this domain’, take a few pointers from the experts. In this two part blog series, we are going to explore some of the hot topics that surround the role of the Admin and the best practices associated with the management of your Google Apps Control Panel. 

Hot Topics Questions For Google Apps Admins:
Managing Users

  • What should the Admin do when there is a new hire or a group of new hires?
  • What should the Admin do if a user changes his or her name (i.e. after marriage)?
  • What should the Admin do when an employee has left the business or organization?
  • How can an Admin recover a deleted account?
  • How can the SuperAdmin delegate smaller tasks to others without messing up the Control Panel?

Managing The Organization

  • How can the Admin develop parallel working environments in Google Apps for different departments, domains, or groups?
  • What settings are important? What settings do other businesses find important?
  • How can the Admin create and Manage Google Groups?

Micromanaging with FlashPanel

  • What micromanaging abilities are out there? Is there a way to get extra features in my Google Apps Control Panel?

*If you need any of these questions answered now or in the future, be sure to keep guide this on hand!

To best answer these questions, we have broken down this guide into four parts that we will post in separate sections. The first part will be a walkthrough of user management. We will then look to a discussion on the management of the organization itself. Lastly, we will introduce the ability for micromanagement by utilizing FlashPanel, a Chrome Web Store application to help better manage your Google Apps domain.
Part I: Managing The Users

Part II: Deprovision Accounts

Part III: Managing The Organization

Part IV: Micromanaging with FlashPanel


Part I: Managing Users
In the Google Apps control panel, a great deal of time can be spent under the tab ‘Organizations and Users’. To help you get on your feet and make sure your business stays on its feet, we will highlight some key points. First, let's take a look at managing the users.
Creating New Users
For those just joining the world of Google Apps, creating new users is essential in the deployment process. For those already on Google Apps, you will continue to use this feature as new employees are routinely hired for your organization. There are two ways to add new users, manually and by 'Bulk upload users'. We will discuss both below.

Manually add a user

Tip: Only add users this way if you need to add a small amount of users to your domain. If you wish to set a temporary password for the user to sign in, you have the option on the ‘Create a new user’ screen.

Bulk Upload of Users

Tip: You can create a CSV file in Google Sheets. Add the headers in the first row, then enter the necessary data for the new users. When finished, go to File → Download as → CSV.

To help you with this process, we've created the short video below.

Editing Existing Users
As a Google Apps Admin, you will most likely need to edit a user's account due to a number of reasons. For example, a name change, password reset, or password strength indicators would all prompt the need to edit user accounts. Here are instructions for editing users and specific instructions for name changes, password resets, and password strength indicators.

How To Edit An Existing User

Resetting a User Password

Rename a User

Tip: Anytime you rename a user, the original name will become a nickname. So if a user changes a name after marriage, there is no need to worry that they will not receive email sent to their maiden name!


Nicknames are for those times when users go by another name such as a short nickname or maybe even their middle name. So, if everyone knows Kristina by Tina, be sure to add it as a nickname. Under 'Organizations & users', select the individual you wish to create a nickname for and select 'Add a nickname'.

To help you with this process, we've created this short video below.

As you can see, adding and editing users is easily managed using the Google Apps control panel. Stay tuned for Part II: Deprovision Accounts, which will be posted tomorrow. As always, if you have questions please chat with our experts during live Blog Chat every Thursday from 11-12est. 

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