Add a new staff member to Google Workspace

To add a new staff member, sign in to the Google Admin console as an admin, go to Directory > Users and click Add new user. You can only do this if your company has a spare licence.

Check you have a spare licence

Each user needs one licence. In the Admin console, go to Billing > Subscriptions to see how many licences you have. If all are in use, you need another licence first.

Extra licences are ordered through Office Niaga, not bought in the Admin console. See licences and renewal or contact support.

Add the user

1. Sign in to admin.google.com with your admin account.
2. Go to Menu > Directory > Users.
3. Click Add new user.
4. Enter the First and last name and check the Primary email (for example aina@yourcompany.com).
5. Optional: add a Secondary email, such as the staff member’s personal address, to receive the sign-in details.
6. Click Manage user’s password, organizational unit, and profile photo if you want to set the password yourself. Under Password, choose Create password and tick Ask the user to change their password.
7. Click Add New User.
8. Click Copy Password to share it with the staff member, or Preview And Send to email the details to the secondary email. Then click Done.

Google says it can take up to 24 hours for all services to be ready. Send the new staff member our guide to signing in to Gmail.

Shared addresses like sales@

Do not use a licence for a shared address. An email alias delivers sales@ into one person’s inbox, and a group email sends it to several people.

Still stuck

WhatsApp our support team at +60 16-916 3324.

Common issues

Why can't I add a new user in the Admin console?

Usually every licence is already in use. Check Billing > Subscriptions, then ask Office Niaga for more licences or free one up from a staff member who has left.

Can I buy more licences myself in the Google Admin console?

No. Your subscription is managed by Office Niaga, so extra licences are ordered through us. See licences and renewal.

Do I need a new user for sales@ or info@?

Usually not. Use an email alias or a group email instead, which needs no extra licence.

Related articles

• Add licences, upgrade your plan or renew Google Workspace
• What to do with a Google Workspace account when staff leave
• Reset a staff member's Google Workspace password in the Admin console
• Create a shared inbox like info@ in Google Workspace