Add a staff member in Google Workspace – IT Solver Support

When a new staff member starts, you can create their Google Workspace account in the IT Solver dashboard. The dashboard creates the account, assigns a paid licence and gives you a temporary password.

Before you start

You must be an Owner or IT manager of your business in the dashboard. See What each dashboard role can do.
Your Google Workspace subscription must be billed through IT Solver. If it is not, the dashboard does not show the Users section. See Get Google Workspace and manage its licences and billing.
Choose the username for the new staff member, for example taylor for taylor@yourbusiness.com.au. Start the username with a letter or a number. Use only letters, numbers, dots, hyphens and underscores. Use 64 characters or fewer. Do not put two dots together.

Add a staff member

Sign in at dashboard.itsolver.net.
In the sidebar, select Google Workspace.
Go to the Users section. Wait for the list to load.
Select Add new user.
In Display name, type the first name and last name of the staff member.
In Username, type the part of the email address before the @ sign. The dashboard shows your domain after the box.
In Licence, select the licence. If your business has only one licence type, the dashboard shows it and you do not select it.
Keep Add one billed seat if needed selected. If you have no spare licence, the dashboard adds one seat to your Google Workspace subscription, and you pay for that seat.
Select Add user.
Wait for the message Google Workspace user created and licence assigned. The dashboard also shows a panel with the new email address and the line that the licence is assigned.
Write down the Temporary password. Google asks the staff member to change it at the first sign-in. The dashboard shows it only one time. If you lose it, see Reset a password, rename a user or add an alias in Google Workspace.

Below the password, the dashboard shows a Message to send with the email address, the temporary password and the sign-in steps. Select Copy message to copy it. The message contains the password, so give it to the staff member in person, by phone or by text message. Do not send it to their new email address, because they cannot open that address yet.

Give these steps to the new staff member:

Go to accounts.google.com.
Sign in with the new email address and the temporary password.
Make a new password when Google asks.
If Google asks you to set up 2-Step Verification, follow the steps on the screen.
Open Gmail and send a test email.

If your business requires device approval and Google says that a new phone or computer needs approval, ask IT Solver. Email support@itsolver.net with the staff member's name and the device type. IT Solver approves the device.

When a staff member leaves, see When a staff member leaves: remove them from Google Workspace.

Examples

A new staff member starts on Monday

You hire a receptionist. You want their email ready before their first day.

What to do: do the steps in Add a staff member on Friday. On Monday, give the receptionist the temporary password and the steps in First sign-in.

The dashboard says there is no spare licence seat

You select Add user. The dashboard says No spare paid licence seat is available. Allow the dashboard to add one billed seat, or increase the subscription quantity first. All your licences are in use, and Add one billed seat if needed was not selected.

What to do: select Add new user again. Keep Add one billed seat if needed selected, then select Add user. Or first remove the licence from a staff member who has left: select the three-dot button on their row, then select Remove licence. Select OK to confirm. The account stays active. Only the licence is removed. To delete the account, see When a staff member leaves: remove them from Google Workspace.

To increase the subscription quantity, see Get Google Workspace and manage its licences and billing. If the dashboard then says No linked billing subscription was found to increase for this licence., email support@itsolver.net. Do not try again.

The dashboard says the Workspace changes to yearly billing

You select Add user. The dashboard says This Workspace changes to yearly billing. Contact IT Solver to change licences. The dashboard does not create the account.

What to do: do not try again. Email support@itsolver.net with the name of the new staff member and the username you want.

The dashboard says the user already exists

The dashboard says That Google Workspace user already exists. Another account, for example an archived or suspended account, uses that email address.

What to do: use a different username. Or email support@itsolver.net and ask us to check the old account.

The account is created but the licence is not assigned

The dashboard says the user was created, but the paid licence was not assigned. The panel says Paid licence assignment needs review. The Message to send says Licence: Not assigned yet. The new staff member may not have full email access yet.

What to do: do not create the account again. Do not send the message to the staff member yet. Email support@itsolver.net with the new email address and the message from the dashboard. We check the account and the licence.

Still have a problem?

Questions? Email support@itsolver.net or phone 07 3123 6000.

Include the staff member's name and email address. Do not put a password in the email.