Automated User Account Management System for Google Workspace

A company was struggling with a critical security and administrative issue in their Google Workspace environment. When employees left the organization, the IT team had to manually suspend their accounts - a process that was both time-consuming and prone to human error. The manual approach created two significant problems: - Hours of administrative work were required to identify and suspend accounts of former employees - Security vulnerabilities emerged when the team forgot to suspend accounts, leaving the organization exposed to potential risks from disgruntled former employees who still had system access The company needed a reliable, automated solution that could eliminate both the administrative burden and the security risks associated with inactive user accounts.

I developed a comprehensive automated user management system using Google Apps Script that intelligently monitors and manages user account status while maintaining appropriate safeguards. The automation included several key features: - Daily monitoring of all user accounts to identify those inactive for 30+ days - Automated flagging system for accounts that meet suspension criteria - 24-hour warning system that sends notification emails to users before suspension - Smart detection that cancels suspension if users log in after receiving the warning - Automatic account suspension for users who remain inactive after the warning period - Personal email notifications to suspended users informing them of the account status - Customizable exemption system through a Google Sheet where administrators can specify departments and email addresses that should never be automatically suspended - Built-in safety measures to prevent accidental suspension of critical accounts The system was designed to operate autonomously while providing multiple checkpoints and override options for administrative control.

The automated user management system transformed the company's approach to account security and administrative efficiency. The organization now maintains better security posture while freeing up valuable IT resources for more strategic initiatives. Key benefits achieved: - Dozens of hours saved annually through elimination of manual account monitoring and suspension processes - Improved compliance with security best practices for user access management - Peace of mind knowing that account security is maintained automatically The client reported that the automation not only solved their immediate administrative challenges but also provided a more robust security framework that scales with their business growth.