Use this article to connect Google Workspace so Workleap adds, removes, and updates people every day from your Google organization. You choose who gets imported, and you can turn on manager and hire date sync.
Note: You need to be an Administrator in Workleap and an administrator in Google Workspace. Connecting and configuring Google Workspace happens in Workleap Classic for now.
Important: The first sync matches people by email. Before you connect Google Workspace, make sure everyone you added by hand uses the same email in Workleap and in Google Workspace. Otherwise, they get a second profile, and people who aren't in Google Workspace are deactivated. See How does people sync work in Workleap?
What syncs from Google Workspace
A Google Workspace sync runs once a day and updates Workleap with the people in your Google organization.
People: adds active people who are new in Google Workspace and removes people who are no longer in it. Suspended people aren't imported.
Always synced: names, emails, job titles, and profile pictures.
Synced once you turn them on: managers and hire dates. The hire date is the date the person's Google account was created.
Other fields: any Google Workspace fields you map.
Fields that sync from Google Workspace can't be edited in Workleap. A lock icon shows next to them. Change them in Google Workspace instead.
Connect Google Workspace
Connecting Google Workspace links your Google organization to Workleap so the sync can start.
Log in to Workleap and go to Org settings > Integrations > People sync.
Select Connect next to Google.
In the One quick detour message, select Continue in Workleap Classic. The Google page opens in Workleap Classic in a new tab.
Select Connect to your Google organization.
Sign in with a Google Workspace administrator account and accept the permissions Workleap asks for.
Workleap asks for these permissions: view domain user schemas, view domains related to your customers, view group subscriptions on your domain, view domain groups, and see domain user info. Once Google Workspace is connected, its configuration page opens.
Choose who gets imported from Google Workspace
Choosing who gets imported decides which people from Google Workspace are added to Workleap.
On the Google configuration page in Workleap Classic, choose one of these options:
Everyone in my Google organization: imports every active person in your Google organization.
Everyone in the following Google groups: imports only people in the groups you choose.
Select Save, then Apply changes in the confirmation message. The first time you save, the button is Activate Integration.
Only people in your primary Google domain are imported. People in secondary or alias domains aren't.
Choose sync options for Google Workspace
Sync options decide how the Google Workspace sync handles invites and people you added by hand.
Once users are created, automatically invite them to join Workleap: sends an invite to each new person the sync adds. We recommend turning this on, so new people can sign in without you doing anything.
Clean up manually-added members: removes people you added by hand who aren't in Google Workspace. Leave this off to keep them.
After you change an option, select Save, then Apply changes.
Sync managers and hire dates from Google Workspace
Managers and hire dates are mapped automatically, but they don't sync until you turn them on. We recommend syncing managers, since Workleap uses them to build reporting lines.
On the Google configuration page in Workleap Classic, find the manager and Hire date rows in the property mapping. In Google, the manager comes from the Direct report field, and the hire date comes from the Creation date field.
Turn on the Sync switch for each one.
Select Save, then Apply changes.
If a manager is removed in Google Workspace, it's also removed in Workleap at the next sync.
To sync more fields, create the field first in Workleap under Org settings > People > People fields, then select the Google Workspace field to copy into it on the Google configuration page. Phone numbers need their own field.
Turn on the daily sync for Google Workspace
Turning on the daily sync starts syncing people from Google Workspace every day.
Save your configuration on the Google configuration page in Workleap Classic.
Select Turn on daily sync.
Optional: to sync right away instead of waiting for the next daily sync, select Start the sync now in the Your next sync is scheduled message.
Replace or disconnect Google Workspace
Replacing or disconnecting Google Workspace changes which Google organization syncs, or stops the sync. People and their information stay in Workleap.
Log in to Workleap and go to Org settings > Integrations > People sync.
Select Manage next to Google, then Continue in Workleap Classic.
In the connection section at the top of the page:
To connect a different organization or reconnect the current one, select Reconnect or replace Google organization.
To stop syncing, select the trash can icon (Disconnect account), then Disconnect in the confirmation message.
Disconnecting Google Workspace also deletes its saved configuration. If you connect it again later, you need to set it up again.
Limitations
Only one integration can sync at a time. To switch to Google Workspace from another integration, turn off the other integration first.
The sync runs once a day. Changes in Google Workspace show in Workleap after the next sync.
Only your primary Google domain is imported.
Suspended people in Google Workspace aren't imported.