How to Automate Google Workspace Onboarding



How to Automate Google Workspace Onboarding

How to Automate Google Workspace Onboarding


Admina team


Set Up Google Workspace for Onboarding Automation

A study by the Society for Human Resource Management reveals that about 1 in 25 new employees quit their job within the first year due to ineffective onboarding. This emphasizes the significance of a well-thought-out and executed onboarding process. 
Effective employee onboarding can strengthen company culture, boost engagement, and lower turnover rates. One tool that can greatly simplify this process is Google Workspace, previously known as G Suite.
However, setting up Google Workspace onboarding for new employees can be time-consuming and require significant effort. That's where our guide comes in handy! We'll provide step-by-step instructions on how to automate the onboarding process using Google Workspace so you save time while ensuring a smooth and efficient experience for your newest team members.
Let's dive in!

Source: Google Workspace

Set Up Google Workspace for Onboarding Automation

Streamlining your new hire process is easy when you set up Google Workspace for automated onboarding. As a cloud-based productivity suite featuring email, file storage, collaboration tools, and more – it's an ideal platform for automating various tasks related to welcoming newcomers into your organization.

Here are some key steps to set up Google Workspace automation:

  • Creating a Google Workspace account: To begin with, visit the Google Workspace website and choose a plan that best fits your requirements. Enter basic information about your business or organization to create an account.

  • Setting up billing and domain verification: After creating an account, verify ownership of your domain name associated with your new workspace setup; also enter the billing details needed.

  • Creating users and groups: Users are the people who will be using Google Workspace, and groups are collections of users who can be assigned specific permissions or access to certain resources within the platform. By creating users and groups, you can start to organize your onboarding process and assign specific tasks and responsibilities to different individuals or teams.

Follow these steps and create a Google Workspace account, and you'll soon harness the power of this comprehensive productivity suite to create an efficient and effective onboarding experience for your new employees

Prepare the Onboarding Checklist

Preparing an onboarding checklist is a crucial step in automating your process with Google Workspace. The checklist should be comprehensive, outlining all tasks and responsibilities for each new employee.

Here are some example tasks to include in your onboarding checklist:

  • Set up the new hire's email account

  • Add the new hire to relevant groups and shared drives

  • Grant access to necessary files and documents

  • Organize their calendar

  • Schedule an orientation meeting and provide employee handbooks

  • Introduce them to key team members

  • Share relevant policies and procedures with them

  • Assign required training modules

  • Provide access to essential software or applications

  • Plan training sessions and check-in meetings

With these tasks laid out beforehand, you can ensure a consistent, efficient onboarding process that covers all important aspects.

Another vital component of preparing your checklist is creating templates for automated emails, documents, and forms. For instance, design a welcome email template that automatically sends when you create a new account or make an online survey template for incoming employees.

These templates guarantee consistency in communication with newcomers while saving valuable time.

Source: Google Workspace

Automate Onboarding Tasks with Google Workspace

Let's dive into how you can give your onboarding process a personal touch while making it more efficient using Google Workspace. The goal is to create an engaging and memorable experience for new hires without sacrificing productivity.

Here are some ways to personalize and automate onboarding tasks through Google Workspace:

  • Using Google Forms for data collection: Nobody enjoys filling out long forms, so let's make it as smooth as possible using Google Forms. Create a custom onboarding form that gathers essential details from new employees in an organized manner. Once they've submitted the form, easily import the data into Google Sheets or other relevant tools – no manual entry needed.

  • Automating welcome emails with Google Scripts: To kick things off right, use Google Scripts to craft personalized welcome emails for each new hire automatically. Include important details like their start date and point of contact but also add a friendly note that makes them feel welcomed and valued.

  • Creating Google Docs templates for new hire documents: Consistency is key when preparing documents for newcomers; however, adding individuality goes a long way too! Design templates in Docs for offer letters, NDAs, contracts - whatever your company needs - then customize these templates with specific information unique to each hire before sharing them seamlessly.

Integrating these helpful features found within Google Workplace allows you not only to streamline your organization's onboarding process but also to add those personalized touches that truly make all the difference.

Incorporate a SaaS Management Platform

Combining Google Workspace with a SaaS management platform can work wonders for businesses. Think of it as your all-seeing eye, keeping track and managing all software applications under one roof and giving you that much-needed unified view of your entire SaaS ecosystem.

Platforms like Admina are designed to help you monitor software usage, costs, licenses, and users across all your beloved apps. It's your go-to tool for tracking expenses efficiently while minimizing wasteful spending and ensuring each app reaches its full potential.

Admina also boasts an offboarding feature that allows you to bid farewell to unnecessary accounts swiftly and securely in just three clicks. This comes in handy when dealing with onboarding or offboarding processes where juggling multiple accounts may become overwhelming.

In short: say hello to streamlined expense tracking, optimized software usage, minimized costs, and secure onboarding and offboarding experiences – all thanks to the mighty combo of Google Workspace and a SaaS management platform like Admina.

Source: Pexels

Best Practices for Successful Google Workspace Onboarding Automation

Bringing new employees on board is an exciting time for any organization, but it can also be stressful. Manual onboarding processes can be time-consuming and error-prone and result in a less-than-optimal new-hire experience. That's where Google Workspace onboarding automation comes in.

By automating repetitive tasks, companies can streamline the onboarding process, reduce errors, and ensure that new employees have a positive experience from the very beginning.

As a companion to your Google Workspace onboarding program, here are five tips for creating an effective onboarding process:

Start Early and Communicate Often

An effective onboarding program should begin as soon as the new hire accepts the job offer. Start by communicating important details such as the start date, dress code, and any necessary paperwork. You can also send them information about the company's mission, values, and culture to help them feel more prepared and excited to join the team.

Create a Comprehensive Training Program

A strong onboarding process should include a comprehensive training program that covers everything new employees need to know to succeed in their roles. This includes not only technical skills but also soft skills like communication, teamwork, and problem-solving. Consider creating a mix of in-person and online training sessions to accommodate different learning styles.

Assign a Mentor

Pairing new hires with a mentor can help them feel more connected to the team and provide a go-to person for questions or concerns. Make sure that the guide is someone who is enthusiastic about their role and willing to invest time and energy in supporting the new employee.

Provide Ongoing Feedback and Support

Onboarding is not a one-time event. Providing ongoing feedback and support can help new employees feel valued and motivated to do their best work. Schedule regular check-ins with the new employee to provide feedback on their performance and to answer any questions or concerns they may have.

Celebrate Milestones and Successes

Don't forget to celebrate achievements along the way. This can include anything from completing training modules to achieving a specific goal or milestone. Celebrating successes can help new employees feel valued and motivated to continue doing their best work.

Creating an effective onboarding process is crucial for building a strong team and setting your new employees up for success. This ultimately leads to higher employee retention rates, increased productivity, and improved job satisfaction.

That being said, several common mistakes can hinder the effectiveness of any onboarding program.

Source: Unsplash

Here are five pitfalls to avoid in creating your onboarding process:

Lack of Clarity and Structure

One of the most common pitfalls is the lack of structure for onboarding. There needs to be a clear understanding of everyone's role, responsibilities, and expectations. Make sure your onboarding program is well-structured and provides a clear roadmap for the new hire’s first few weeks and months.

Information Overload

Another common pitfall is providing too much information too soon. Any new user can quickly become overwhelmed if they are bombarded with too much information in a short amount of time. Focus on providing the essential information during onboarding and avoid overloading your new team members with unnecessary details.

Inadequate Training

An ineffective training program can also hinder the effectiveness of the onboarding process. Ensure that new hires receive comprehensive training that covers all aspects of their job responsibilities. This will help them feel confident and capable in their new role.

Lack of Engagement

A disengaged workplace can also hinder onboarding. Employees may feel disconnected from the company and their colleagues if they are not properly integrated into the team. Make sure to incorporate opportunities for team-building and socialization during the onboarding process.

Neglecting Feedback

New hires should be given the opportunity to provide feedback on the onboarding process and their overall experience. This feedback can help you identify areas for improvement and make necessary adjustments to the onboarding process.


Automating your onboarding journey with Google Workspace is a game-changer, saving time and effort while ensuring a smooth experience for everyone involved. By embracing the best practices we've discussed and utilizing Google Workspace's automation tools, you'll create an efficient onboarding process that leaves a lasting impression.

But don't forget – optimizing your SaaS applications involves more than just automating onboarding. For the ultimate optimization experience, integrate a comprehensive SaaS management platform like Admina that works seamlessly with Google Workspace.

Admina empowers you to automate new user onboarding, manage all your SaaS applications in one place (including cost management and usage tracking), and even simplify access for super admins within your organization's 200+ apps. With Admina by your side, focus on what truly matters: growing your business to new heights.

Ready to transform the way you manage SaaS? Get started today by scheduling a free demo, no strings attached.

Steps to Empower Your IT Team for Corporate Growth

Explore Insightful Resources
Access a wealth of documents and articles covering diverse IT management subjects. Gain clear insights into the latest IT management trends and receive practical guidance to propel your team forward.

Amplify Knowledge Sharing
If you find our resources beneficial, consider amplifying their impact. Share these informative articles across your social networks - Twitter, Facebook, or LinkedIn. Together, let’s foster a community of empowered IT leaders driving corporate growth.

Discover Admina’s Impact
Ready to take your IT team’s growth to the next level? Discover how Admina’s cutting-edge solutions can optimize your SaaS management, enhance security, and streamline processes. Explore Admina today and unlock new dimensions of success for your IT endeavors.

Explore more