Seat and Unseat Users from Google Workspace

This article provides instructions for seating and unseating users from Google Workspace.

Seat and update users from Google Workspace

Seat users

1. Enable integration and synchronization – Ensure you've enabled the Google Workspace integration and turned on user synchronization. For detailed instructions, refer to this article
2. In Happeo’s Admin Settings, go to User Management > Google Workspace
3. Click Update OU list to refresh the list of Organizational Units
   1. Note: The user count in the OU might take some time to update, but newly synced users will be visible when you click the OU link
4. Select a sync option:
   1. Don't update users from Google Workspace – Disables user updates and prevents seating from Google Workspace
   2. Update all users from Google Workspace – Synchronizes all users from all OUs, enables auto-seating, and manages permissions
   3. Update users from selected Organizational Units – Allows you to choose specific OUs to sync, enable auto-seating, and manage permissions

Note: When syncing and seating OUs for the first time, you will not be able to manage permissions before you hit save.

Update users from selected OUs

1. Choose the specific OUs you want to sync
2. Configure sync and auto-seat:
   1. Sync – Select this option to keep user information (e.g. names, emails) up-to-date from Google Workspace for the chosen OUs
   2. Auto-seat – Enable this option to assign seats to users in the selected OUs automatically
3. Manage permissions (optional):
   1. For a specific OU, hover over it and click Manage to adjust permissions as needed
4. Click Save to confirm your selections
5. Review sync preferences:
   1. Deselected OUs – A list of OUs you've removed from the sync. (This should be empty for the initial setup)
   2. Selected OUs – A list of OUs you've chosen for sync and/or auto-seat
6. If everything looks correct, click Save again
7. Go to the Users tab in the Admin Settings > User Management, and refresh to see the updated user list

Unseat users from Google Workspace

Remove seats from an OU

1. Go to the Google Workspace Admin console and navigate to Directory > Organizational units
2. Click Manage next to the OU you want to unseat users from
3. Select Unseat users
4. Confirm that you want to unseat the users
   1. This will remove the Google Workspace license from the users in the OU, but it will not delete their user accounts
5. Then, go to Happeo > Admin Settings
6. Navigate to User Management > Users and refresh to see the updated seat availability. You should notice an increase in available seats and a decrease in assigned seats

Remove a seat from a specific user

To remove a seat from a specific user:

1. Go to Happeo > Admin Settings
2. Navigate to User Settings > Users
3. Filter the user list as needed
4. Locate the desired user and click the three dots next to their name
5. Select Permission management
6. Choose the Unseated option
7. Click Save to confirm the change