Add a new staff member to Google Workspace

Watch the steps

1. 1Directory
2. 2Add new user
3. 3First name
4. 4Last name
5. 5Primary email address
6. 6Secondary email address
7. 7Continue

Add a new staff member (0:26)

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 are assigned. If you try to add a user when every licence is in use, Google shows No license available, and 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

Check that a licence is free before you start, then have the staff member’s name and chosen email address ready.

1. Sign in to admin.google.com with your admin account.

2. Go to Menu → Directory → Users.

   

3. Click Add new user. A page called Add new users opens.

   

4. Type the First name and Last name, then check the Primary email address and choose your domain from the list next to it (for example aina @ yourcompany.com). Google fills in the address from the first name; change it if you want a different one.

   

5. Optional: add a Secondary email address, such as the staff member’s personal address. Google uses it to send the sign-in instructions.

   

6. To add more than one person at a time, click Add another user and fill in the next row.

7. Click Continue. This adds the user straight away and uses one licence.

   

8. On the next page, click Send sign-in instructions to email the details to the secondary address, or Print details to hand them over yourself. To set a password of your own choosing afterwards, see reset a staff password.

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.

See it in the steps

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