Google Workspace User Management Apps Script

A lightweight Google Apps Script automation for Google Workspace user lifecycle management.

This project helps HR, IT, and Workspace administrators create and suspend users from Google Forms submissions, automatically add users to Google Groups, send welcome emails, and create manager calendar reminders — using Google Sheets, Apps Script, and the Admin SDK Directory API.

Architecture

┌──────────────┐     ┌──────────────────┐     ┌─────────────────────┐
│ Google Forms │────▶│ Google Sheets     │────▶│ Apps Script Trigger │
│ (HR fills)   │     │ (responses)       │     │ (onFormSubmit)      │
└──────────────┘     └──────────────────┘     └──────────┬──────────┘
                                                          │
                                     ┌────────────────────┼────────────────────┐
                                     │                    │                    │
                                     ▼                    ▼                    ▼
                              ┌──────────┐        ┌──────────┐         ┌──────────┐
                              │ Admin SDK│        │  Gmail   │         │ Calendar │
                              │ Directory│        │ (notify) │         │ (event)  │
                              └──────────┘        └──────────┘         └──────────┘

Key Features

Feature	Description
User Creation	Creates Google Workspace accounts via Admin SDK Directory API
User Suspension	Suspends accounts on offboarding — not deleted, re-enable anytime
Group Membership	Adds users to multiple Google Groups automatically
Email Notification	Sends welcome email to employee's personal address
Calendar Reminder	Creates an event for managers on employee start date
Single Trigger	One onFormSubmit dispatcher routes Create login / Revoke Access
Script Properties	No hardcoded IDs — configure via Project Properties
Error Handling	try/catch per operation, status column, admin notifications
Idempotent	Uses e.namedValues from the form event (no race condition on lastRow)

Repository Structure

google-workspace-user-management-apps-script/
├── onFormSubmit.js        # Entry point: dispatcher, config, password, error helpers
├── addUser.js             # Onboarding: create user, add to groups, notify, calendar
├── suspendUser.js         # Offboarding: suspend user account
├── LICENSE
├── CONTRIBUTING.md
└── README.md

Quick Start

Prerequisites

• A Google Workspace account with admin privileges
• Admin SDK Directory API enabled

1. Create the Google Form

Create a Google Form with these fields (exact names matter — they become keys in e.namedValues):

Field Name	Type	Example
Choice	Multiple choice	Create login, Revoke Access
Start Date	Date	01/01/2025
Company Email	Short answer	john.doe@company.com
First Name	Short answer	John
Last Name	Short answer	Doe
Department	Short answer	Engineering
Manager Email	Short answer	manager@company.com
Groups	Short answer	all@company.com,eng@company.com
Personal Email	Short answer	john.doe@gmail.com

2. Configure Script Properties

1. Open the linked Google Sheets responses spreadsheet
2. Go to Extensions > Apps Script
3. Create three script files and paste:
   • onFormSubmit.js (entry point + helpers)
   • addUser.js (onboarding logic)
   • suspendUser.js (offboarding logic)
4. Go to File > Project Properties > Script Properties and add:

Property	Value
HR_EMAIL	hr@yourcompany.com
COMPANY_NAME	Your Company
ADMIN_EMAIL	admin@yourcompany.com (optional, for error alerts)
STATUS_COLUMN	K (optional, defaults to K)

3. Configure the trigger

Go to Triggers (clock icon) > Add Trigger:

Function	Event Source	Event Type
onFormSubmit	From spreadsheet	On form submit

Only one trigger is needed. The dispatcher reads the Choice field and routes accordingly.

4. Authorize

Run onFormSubmit once manually to trigger the OAuth consent screen. Authorize:

• https://www.googleapis.com/auth/admin.directory.user
• https://www.googleapis.com/auth/groups
• https://www.googleapis.com/auth/script.send_mail
• https://www.googleapis.com/auth/calendar.events
• https://www.googleapis.com/auth/spreadsheets

5. Done

Submit a form with "Create login". The script:

1. Creates the user in Google Workspace
2. Adds them to the specified Google Groups
3. Sends a welcome email to their personal address
4. Creates a calendar event on the start date
5. Writes SUCCESS - User created in the status column

Usage

Onboarding

Fill the form with Create login. The onFormSubmit trigger calls addUser automatically.

Offboarding

Fill the form with Revoke Access. The onFormSubmit trigger calls suspendUser.

The user is suspended, not deleted. Data (email, Drive files) is preserved.

Offboarding scope

This script currently suspends the user account. It does not:

• Transfer Drive files to another user
• Revoke OAuth tokens or application-specific passwords
• Remove the user from Google Groups
• Delegate mailbox access
• Set up auto-reply
• Reset the user's password

For a full offboarding checklist, extend suspendUser.js with the operations your organization requires.

Error Handling

Scenario	Behavior
User creation fails	Throws immediately, status = FAILED, admin notified
Group addition fails	Logged, non-blocking, status = PARTIAL with details
Welcome email fails	Logged, non-blocking, status = PARTIAL with details
Calendar event fails	Logged, non-blocking, status = PARTIAL with details
Missing required fields	Throws with descriptive message

Failed submissions are logged via Logger.log(). If ADMIN_EMAIL is configured, the admin receives an email with the error and submitted values.

Customization

Email Template

Edit the body in addUser.js:

var body = 'Dear ' + firstName + ',\n\n...';

Calendar Event

Edit the event object in addUser.js:

var event = {
  summary: 'New employee starts today!',
  start: { dateTime: relativeDate(9, startDate).toISOString() },
  // ...
};

Status Column

Change the STATUS_COLUMN Script Property (default: K). The column is computed dynamically — no need to edit code.

Roadmap

• Replace hardcoded spreadsheet ID with Script Properties
• Replace fixed column letters with e.namedValues
• Single onFormSubmit dispatcher
• Execution status column in Google Sheets
• Error handling and admin notifications
• Improved temporary password generation (Utilities.getUuid())
• Group removal on offboarding
• Session / OAuth token revocation examples
• Drive transfer guidance
• .clasp support for local development (clasp push / clasp deploy)
• Screenshots of Google Form and Apps Script setup

Contributing

See CONTRIBUTING.md for guidelines on setup, code style, and pull requests.

References

• Admin SDK Directory API Quickstart
• Apps Script Documentation
• PropertiesService
• AdminDirectory Class
• SpreadsheetApp Class
• MailApp Class
• CalendarApp Class

License

MIT — See LICENSE for details.