Before your employee can use the business email on Google Workspace, you will need to add the user in your organization’s Google Workspace account.
The very first step is to ensure you have a free license as it may affect your billing.
If you have purchased directly from Google and are on the Flexible Plan, adding a user automatically increases your monthly bill. If you are on the Annual Plan, you must first purchase a license in the Billing section before the user can be added.
If you have purchased your subscription from a authorised Google Workspace reseller like Magic Mails, you need to get in touch with them and they will add the license.
Step-by-Step Guide to Adding a User on Google Workspace
Step 1 – To add a new user to Google Workspace, you must log into the Google Workspace Admin console using an account with administrative privileges. This would be the first account you created when you signed up for Google Workspace.
Step 2 – Navigate to Users: From the home dashboard or the left-hand menu, click on Directory, then select Users.
Step 3 – Open the User Creation Form: At the top of the page, click the Add new user button (or look for the + icon).
Step 4 – Enter Account Information: Fill in the profile details for the new team member:
- First and Last Name: Enter their legal or preferred professional name.
- Primary Email: Create their unique username (e.g., firstname). If your organization manages multiple domains, click the down arrow to select the correct domain suffix.
- Secondary Email & Phone Number (Optional but recommended): Add their personal or alternative contact information to facilitate secure account recovery later.
- Manage Password & Profile Settings (Optional): Click Manage user’s password, organizational unit, and profile photo if you want to manually set a temporary password or place them into a specific organizational unit. Otherwise, Google will automatically generate a secure temporary password.
- Finalise Creation: Click the blue Add New User button.
Step 5 – Share Sign-in Details: A confirmation window will pop up with the new credentials. You can either:
- Click Preview and Send to email the complete sign-in instructions and link directly to the user’s secondary email address.
- Click Copy Password to paste and share it directly via a secure chat channel.
Step 6 – Click Done to complete the setup.
💡 Pro-Tip: Make sure to keep the “Ask for a password change at next sign-in” option checked. This forces the new employee to set their own private password the very first time they log in at Gmail or any other Google app.
Need Help with your Google Workspace Account?
At Magic Mails – we setup and manage your Google Workspace account even if you have not purchased the service from us. From user account management to technical and administrative support – we handle everything on your behalf.
