Apr 12, 2022

Cost Optimization and Users management: Users Basics FAQs.

Announcement
Hi Experts, Administrators and Help Seekers!
 
We’ve noticed an increase in administrators looking to reduce their operational costs while making the most out of their Google Workspace accounts, so we thought it was appropriate to share a quick, but complete guide in a three posts series. Today’s topic: Users Basics FAQs.
 
 
FAQs:
 
Q/ Can I add more users to my account?
A/ Absolutely! Administrators can add users one by one or do bulk uploads. If you’re on a flexible plan, you can add users immediately. If you’re on an annual subscription, you need to add licenses before adding users. 
 
Q/ Is there a limit to the amount of users I can have in a Google Workspace account? 
A/ No, but there’s a limit of 300 users if you’re using a Google Workspace Business account. If you need to add one more user (301), you have to switch to a Google Workspace Enterprise edition. Compare our Google Workspace editions here.
 
Q/ Why can’t two or more users share an account? Not even if they use different services?
A/ Shared accounts prevent administrators from effectively conducting security and usage monitoring, identification and communication tasks. It also violates end users privacy and by allowing so, an administrator allows for impersonation and data loss risks. Simultaneous access to an account by multiple users can trigger unauthorized access alerts, resulting in account lockout until additional verification is provided.
 
Q/ I deleted a user by mistake or want to restore a recently deleted user account data. What can I do? 
A/ A recently deleted user account and its data can be restored by the administrator for up to 20 days. After that, the data is permanently deleted and cannot be restored. Check this article for step by step instructions. 
 
Q/ What data goes away when I delete a user? 
A/ Administrators are recommended to familiarize with the impact of users deletion. Find all about it here
 
Q/ We have a user who’s leaving the organization and someone else will take over the position. What’s the best way to proceed?
A/ You may rename the user. Make sure to get familiar with the process and its side effects.
 
Q/ Does a single person need to use more than one user account?
A/ Ideally not, but it all depends on the way your organization and administrator decide to allocate resources. 
 
Q/ If I’m adding multiple users, do I have to use a CSV file?
A/ No, you don’t have to. You can add users one by one, by synchronizing your organization’s LDAP directory user data using GCDS, using the Admin SDK Directory API - for those with programming skills who are looking for flexibility, using third party tools or migrating from HCL Notes. Learn more
 
Q/ The temporary password in one of my new users’ invitations has expired, what do I do?
A/ You may visit the user profile in the Admin Console, reset the password and send it to the user. The password will expire 48 hours after the user account creation. 
 
Q/ Do I have to pay for a full month of service if I add a new user account?
A/ No. Your charge will be prorated according to your subscription type during your next billing date. For example, if a user subscription cost is $6/month and a user account is created on September 16th, the cost of the license for that specific user/month will be $3.
 
Q/ How many alias addresses can a user have?
A/ You can add up to 30 aliases for each user, at no extra cost.
 
Q/ My bulk CSV users' upload file keeps failing. What can I do? 
A/ Make sure your file headers are correct. Visit https://googlesupport.serverhump.com/a/answer/40057 for instructions. 
 
Q/ How can I delete a user? 
A/ Follow these steps. Make sure to pay special attention to the ‘If you delete a user’ section before removing an account.
 
We hope this information is useful to you!
 
Next: Cost Optimization and Users management: Aliases, Groups, ‘Send mail as’ and Domains
 
Google Workspace Admin Community Team
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Last edited Apr 12, 2022

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