Keep a location's employees in step with your Google Workspace directory, so you don't have to add each person by hand. Each Vizmo location has its own connection and its own rules.

Availability: if this option is greyed out or missing, contact your Vizmo account manager.

Note: syncing can delete employees from the location. An employee is deleted when they are suspended in Google while Sync Suspended Employees is off, or when they stop matching your Location Mapping Rules. Company admins are never deleted by the sync. Location admins and other roles can be. Check your settings before you click Update.

Before you start

• You need to be a company admin or a location admin.
• Have a Google Workspace administrator account ready. It must be allowed to approve access to your user directory. Vizmo asks for read-only access to your users' details.
• Allow pop-ups for the Vizmo portal. The Google sign-in opens in a new window.
• Decide who to bring in. With no rules, every user in your Google directory is added to the location, including accounts that are not real people, such as a shared helpdesk account.
• Decide how to treat suspended Google users. See Sync Suspended Employees below.

Add the integration

1. Sign in to the Vizmo portal, select the location and open Integrations.
2. Click Add Integration. The Available Integrations panel opens.

   

3. On the Google Workspace Directory card, click Add.
4. In the next panel, click Add again. A Google window opens. Sign in with your Google Workspace administrator account and approve the access it asks for. Finish within 5 minutes.
5. When the window closes, Vizmo shows "Google Workspace Directory integration has been added successfully". Vizmo starts bringing in your Google users. At first there are no rules, and suspended users are not synced.

A location can have only one Google Workspace Directory integration.

Choose what to sync

1. On the integration's card, click the Edit (pencil) icon.
2. Check that Enabled is on. If it is off, the integration does not work.
3. Choose a setting for Sync Suspended Employees. It is off by default and appears while the integration is enabled.
   • On: suspended Google users are added as employees and hidden from host lists, and their Vizmo accounts are disabled so they can't sign in. Company admins are hidden from host lists too, but their accounts stay enabled.
   • Off: suspended Google users are not synced. If a suspended user already has an employee record at this location, it is deleted, however it was added. Company admins are never deleted. For employees you added yourself, the deletion happens the next time Vizmo checks that user.
4. Optional: to limit who is brought in, go to Location Mapping Rules and click Add Rule. Each rule reads "When", followed by a field, an operator and a value. See "Write a rule" below.
5. Click Update. Vizmo shows "Google Workspace Directory integration has been updated successfully".

Write a rule

Type the field name the way Google spells it. The field you will use is primaryEmail, the user's email address in Google.

• The operators are Is, Is Not, Contains, Starts With, Ends With, Exists and Does Not Exist. Exists and Does Not Exist need no value.
• Matching is case-sensitive. Type the value exactly as it appears in Google.
• To add more rules, click Add Rule again and choose And or Or between them. Vizmo combines the rules in order, from the top. Use the bin icon to remove a rule.
• Fill in every part of every rule.
• A field name can't start with $ or contain a full stop. This means you can't filter on nested details such as department or organisational unit.

What gets synced

For each Google user, Vizmo brings in:

• First and last name.
• Email address.
• First phone number, if it is a valid number. A number without a country code is checked against your company's country.
• Department and job title (designation) from the user's organisation details in Google. If the department or designation does not exist at this location yet, Vizmo creates it.
• Whether the user is suspended, which decides if the employee is hidden from host lists.

Photos are not synced. These details are refreshed whenever Google reports a change for the user, so changes you make to them in Vizmo can be overwritten.

How people are added and removed

• With no rules: every user in your Google directory is added or updated, subject to the Sync Suspended Employees setting.
• With rules: a user is added only if they match the rules. An employee who no longer matches is removed from this location.
• Never removed by the sync: company admins. This protection covers the company-wide Admin role only. Location admins and users with other roles can be removed. Employees you added yourself in Vizmo, by hand or by CSV import, are kept if they stop matching your rules.
• Deleted in Google: if you delete a user in Google, the employee synced from that user is removed from this location. Company admins and employees you added yourself are kept.
• New employees: active Google users are added as active employees with a verified email, so they don't need an activation email.
• Reinstated in Google: when a suspended user is reinstated, they become a normal, visible employee again.
• Saving re-checks people: changing a rule re-checks every user in your Google directory. Switching Sync Suspended Employees on or off re-checks suspended users only. Review your rules carefully before you click Update.

After you save

Employees appear under Directory > Employees for the location. Syncing runs in the background, and changes in Google usually appear in Vizmo within a few minutes. A large directory can take longer the first time. There is no Sync Now button for this integration.

Switch the integration off and on

• Turn Enabled off and click Update to stop syncing. The employees already in Vizmo stay.
• Turn Enabled back on and click Update to start again. Vizmo then runs a full sync that can add, update and delete employees, based on your current rules and settings.

Troubleshooting

• "Failed to open the authorization window". Allow pop-ups for the portal and try again.
• "Google Workspace Directory authorization has been cancelled". The Google window was closed before you finished. Click Add and start again.
• "Request has expired". The Google sign-in took longer than 5 minutes. Click Add and finish sooner.
• "Could not add google directory integration". Something went wrong while adding the integration. Try again, and contact Vizmo support if it keeps happening.
• "Google workspace directory integration has already been configured". This location already has the integration. Edit the existing card instead of adding a new one.
• "You are not authorized". Your role can't manage integrations. Ask a company admin or location admin to do it.
• "All rule fields must be filled before updating." One part of a rule is empty. Complete it or delete the rule.
• "MongoDB operators are not allowed" or "Invalid field name in Location Mapping Rules". The field name starts with $ or contains a full stop. Use a plain field name such as primaryEmail.
• An employee is missing. Check that Enabled is on. Then check whether the user is suspended in Google while Sync Suspended Employees is off, or does not match your rules. Remember that rules are case-sensitive.
• An employee disappeared. They may be suspended in Google while Sync Suspended Employees is off, may no longer match your rules, or may have been deleted in Google.
• An employee is hidden from host lists. They are suspended in Google and Sync Suspended Employees is on.

Related articles

• Add employees to a location
• Hide an employee from the host list
• Enable or disable an employee account