Group Gator Video Tutorial

Video: Google Workspace OU Structure for Higher Education

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Transcript

0:05
This video will focus on basic functions and usage of Group Gator from an end user, such as a school administrator or an administrative assistant perspective.
0:15
For the delegate and manager to get started, they will need to open a Google sheet. Once the spreadsheet is open, select a Group Gator from the add-ons menu.
0:25
Group Gator will open as a sidebar on the right side of the screen. Once the sidebar opens, the end user will be able to see all the groups they have been delegated a manager of in the drop-down menu.
0:37
The end user has the ability to add all the different groups they have been given management powers over. The delegate a manager can view and edit a group's membership by selecting the group they want to manage from the drop-down menu.
0:51
The group is then managed by a dedicated tab in the spreadsheet loaded up with a snapshot of its current membership.
0:57
If the end user doesn't see a group, they think they should be a manager of, let the super administrator know immediately.
1:06
End users can look up and add users to any group by clicking the Face icon. To confirm the end user is adding the correct user, an avatar of the user will appear along with the organizational unit they belong to.
1:19
This helps avoid mistakes when people have the same names. Adding users this way adds them to the group and to the spreadsheet in the same action.
1:28
No further action is required if a user is added via the Face icon. Removing members from a group or to allow the latest membership to be retreat from the domain and refreshes the sheet is done by running a bulk sync update.
1:42
A bulk update can run in one of two modes. One mode is to update group from sheet. This mode pushes the membership in the sheet up to the domain group, which allows membership changes to be made directly in the sheet.
1:56
This is also currently the only way to remove members from a group and Group Gator. When bulk adding new members to the sheet, it is only necessary to add their email addresses under the email column in the sheet.
2:08
As long as the users are members of the same graph domain, their first and last names will be looked up automatically when the bulk update runs.
2:17
The other mode is to download from Google. This mode downloads the latest group membership from the domain into the group spreadsheet tab, overwriting, email address, first name, and last name columns with the most up-to-date information on the domain.
2:31

The purpose of this mode is to allow the end user to verify that they have the latest membership in their sheet prior to making changes.

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