Building an automated Google Workspace user suspension system for Certified Listeners Society to protect sensitive organizational data.
How an automated Google Workspace user management system replaced manual account monitoring, eliminating security vulnerabilities and saving dozens of hours annually for a 24/7 emotional support organization.
02: The Security Gap
Departed Volunteers with Active Accounts
When volunteers left the organization, the IT team had to manually identify and suspend their Google Workspace accounts. This created two critical problems that compounded with every departing member.
03: The Solution
An Intelligent, Self-Running Security System
Flowbetta built a comprehensive automated user management system using Google Apps Script that intelligently monitors and manages user account status, while maintaining appropriate safeguards to prevent accidental suspension of critical accounts.
The system automatically scans all Google Workspace accounts daily, identifying any user who has been inactive for 30+ days, no manual checking required.
Before any suspension occurs, the user receives an automated email warning. If they log in within 24 hours, the suspension is automatically cancelled, preventing false positives.
If the user remains inactive after the warning period, their account is automatically suspended. A notification email is sent to their personal address informing them of the status change.
Administrators can specify departments and individual email addresses that should never be automatically suspended, protecting critical system accounts and leadership roles via a simple Google Sheet.
Tech Stack
"These automations will save us dozens of hours per year, but more importantly reduce security risks."
- Certified Listeners Society Team
04: The Impact
Security on autopilot.
Time Saved
Dozens of hours saved annually through elimination of manual account monitoring and suspension processes, time redirected to mission-critical work.
Zero Security Gaps
No more forgotten accounts left active. Every inactive user is detected, warned, and suspended automatically, with a complete audit trail.
Compliance Confidence
The organization now maintains security best practices automatically, crucial for an organization handling sensitive emotional support communications.
Scales With Growth
Whether the volunteer program has 50 or 500 members, the system handles the same workload with zero additional overhead.
Joseph did a fantastic job. He built automation for us that adds and removes members from a Google Group based on a Google Sheet roster, and created an automation that makes Google Workspace accounts based on Google Form submissions. These automations will save us dozens of hours per year, but more importantly reduce security risks.
