Zero-Touch Onboarding & Offboarding in Google Workspace with SaaS Management

Think of onboarding a new employee at your company or one leaving. Wouldn’t it be easy if you could do all the required things to start or finish their role, all of it just at a click of the button? This is exactly what the zero-touch method lets you do. Traditionally, adding and removing a user is far too often slow, and it comes with a certain level of risk due to its share of inconsistencies. In contrast, automations provide an easy alternative for your HR and IT teams to manage an employee’s lifecycle.

Read this blog to learn more about zero-touch onboarding & offboarding in Google Workspace and how SaaS management aids in achieving secure workflows effectively.

Pitfalls of conventional Google Workspace through manual onboarding and offboarding

When you onboard/offboard employees manually in GW, you’d likely end up facing multiple challenges.

1) Time-Consuming Approach

A significant amount of productive time is wasted when HR establishes numerous accounts, assigns various roles, and configures rights in GW after employing a new employee. Because several departments must activate and deactivate accounts independently, this leads to inefficiency and increases workload complexity.

2) Unreliable

Businesses that experience operational inefficiencies are facilitated by mistakes made when allowing or refusing user access. A minor error in judgment might have disastrous consequences, impacting the process as a whole. Data is sensitive, and negative consequences will occur if an ex-employee’s access is not promptly withdrawn.

3) Security Risks

Delayed de-provisioning adds to the risks of unlicensed permissions, leading to cyber risks & compliance violations. If an employee’s access is not discontinued soon after their release, the sensitive business information is under potential threats. Misconfiguration of permissions can allow existing employees access into restricted files, which is another concern.

4) Difficulties with Compliance

Companies must follow data protection regulations when granting access to a user. Even minor slowdowns can result in non-compliance with industry regulations, which will lead to legal issues. Without the correct audit trail, it is difficult to track usage.

How SaaS Management Enhances GW Onboarding & Offboarding

SaaS management plays a pivotal role in implementing zero-touch onboard/offboard for GW. These platforms facilitate the following capabilities:

1) Automated User Provisioning

With this feature, there is no need to manually create accounts and assign access. As per Gartner’s report, managing Google applications with disparate admin controls reduces IT’s ability to monitor usage and create a consistent security posture across the portfolio.

SaaS management platforms integrate with HR systems to identify new hires and automatically grant their GW accounts. This process provides employees immediate access to Gmail, Drive, Calendar, and other important applications.

2) Automated User Deprovisioning

Automated user deprovisioning provides organizations with the benefit of automatically suspending or deleting GW accounts immediately when employees leave. This step keeps unauthorized users from accessing sensitive business data.

Moreover, automated workflows enable the ownership of files or email to be transferred to a manager to ensure business practices continue seamlessly.

3) GW User Lifecycle Management

A zero-touch approach simplifies the entirety of the user lifecycle from joining an organization to moving to another department and ultimately leaving it. IT teams can manage these transitions without manual intervention while making sure the access is managed smoothly throughout an employee’s employment.

4) IT Automation

By implementing non-conventional workflows, SaaS management solutions reduce the workload of IT teams, reduce security risks, and help stay compliant. Automated reporting ensures these teams can check user status, access, and deprovisioning in real time.

Key Steps for Zero-Touch GW Onboarding & Offboarding Automation

To implement a zero-touch employee lifecycle in GW, it is necessary to follow these guidelines:

1) Establish User Roles

Create, manage, and remove users automatically when triggering workflows. Group employees into their set of roles & responsibilities and access requirements. This classification would provide the foundation for granting permission to the respective user and build consistent and safe access provisioning.

2) Automate Workflows

Automate user onboarding by initiating a series of tasks when a new user is added. This will regulate the creation of accounts, the assignment of licenses, and access to relevant resources. This, in turn, will reduce tons of manual efforts and enhance the productivity.

3) Backing Up and Transferring Data

Prior to terminating an account, all important information, files, and emails should be backed up and transferred. Auto-backup data solutions help safeguard important information and allow for the new assignment of files to the employees in the organization. This will help save important information while allowing the organization to continue its work on current projects.

4) Profile Deactivation

When an employee leaves an organization, their employee account should be archived to preserve historical information for compliance, audits, etc. These accounts should be protected and limited to appropriate personnel usage only to protect information integrity in case of future audits.

Conclusion

Don’t let traditional hassles hold you back!

If you are searching for an easy way to handle your end-to-end user lifecycle management, CloudFuze’s new SaaS Management Platform is just the right solution for you. It provides a unified, zero-touch approach to managing user lifecycle. Our experts can help you figure out the best approach for your organization.

Contact us today & see the difference we can make for you in your Google Workspace management!