Follow these steps to connect your Google Workspace account and begin syncing users and groups into Substly.
Prerequisites
Before you begin, make sure:
You have administrator access to your Google Workspace domain.
You know which users or groups you'd like to sync to Substly.
How to install the integration
Log in to Substly as an admin.
Go to Integrations & Imports > Google Workspace.
Click Activate and sign in with your Google Workspace admin account.
Grant the required permissions (see Permissions article).
Choose which users and/or groups to sync.
Confirm and start the sync process.
Selecting groups and users to sync
In the Groups tab, you can search for and select one or several groups to sync with Substly.
If your organization has many groups, loading them all may take a little while.
If you don’t use groups actively, you can switch to the Users tab and select individual users instead.
You can also filter users by Organizational Units, Status, or Groups to make the selection easier.
When to sync users via groups or individually
If your organization actively uses groups in Google Workspace (or Microsoft Entra ID), we highly recommend syncing via groups rather than selecting users one by one.
Syncing via groups provides several benefits:
Automatic updates: When a new user is added to a synced group in Google Workspace, that user will automatically be included in your Substly environment — no manual updates needed.
Less maintenance: You don’t have to manually manage individual users or remember to sync new employees.
Better spend insights: If you connect financial data to Substly, you can easily see how much your organization spends per group.
However, if your organization does not use groups actively, or if you only want to sync specific users, you can select them individually from the Users tab during setup.
🧭 Note: After you’ve completed the setup, you can manage or exclude specific users and groups directly from the Google Workspace integration page. Learn more in Managing users and groups: Google Workspace integration
Syncing users via groups
The search bar is pre-filled with the word
employee, which filters and shows groups containing "employee" or "employees".If no groups appear, try clearing the filter or entering another search term.
⚠️ If your organization has a large number of groups, clearing the search filter may take some time to load all available options.
✅ Pro tip: When you sync a group, any users added to that group later in Google Workspace will automatically be added to Substly—no manual updates required.
Syncing users individually
If your organization doesn’t actively work with groups in Google Workspace, go to the Users tab.
From there, you can select individual users to sync directly, without relying on group structures.
You can also filter the view by Organizational Units, Status, or Groups to simplify bulk adding.
Syncing in bulk
Use the checkboxes on the left to select individual users or groups.
To select everything shown on the page, click the checkbox at the top of the list.
As you make selections, the sync status will update from Not synced to To be synced.
Once your selections are complete, click Next to continue the setup process.
You can update or remove synced users/groups at any time from the integration settings.
What happens after installation?
Substly will immediately begin syncing your selected users and groups, along with all the services they use.
The first time you set up the sync, it may take up to 24 hours for all data to be displayed in Substly.
Substly will automatically keep your selected users and groups in sync (new data is synced daily).
You will be able to see if synced users have authenticated with a connected service using Google SSO, based on token status.
You can return to this screen at any time to add/remove users or groups, or disconnect the integration.
To further enhance your monitoring capabilities and gain usage insights, we recommend you install the Substly Extension.
Related Articles