Note: if you currently license your users automatically using the Admin console, GAM, or GCDS, please disable those methods before using this tool. 

Make a copy of the tool. Make sure to use your Google Workspace for Education admin account to copy the Sheet.

The tool requires that you select which licenses you have and enter the total number of licenses you’ve purchased. To do so, navigate to the Subscriptions section of your Admin Console.

Calculate the total number of licenses purchased, by adding the number of licenses available to the number of licenses assigned for each license type. 

In your copy of the license management tool, navigate to the first tab (“Instructions”) and enter the total number of licenses of each type you have purchased (Column B: Purchased Licenses). For any license type that you have not purchased, leave the count as “0.”

The "Assigned Licenses" and "Available Licenses" columns will be updated automatically by the tool after you complete your first sync.

The final step to set up the tool is to navigate to the "Sync Licenses" menu in the menu bar and select “Setup.”

1. First, you will be prompted to accept permissions. 

   1. Click “Continue”

   2. Select your Google account on the next screen

   3. Finally, review the permissions and click “Allow”

2. Once you’ve authorized the tool, select the “Sync Licenses” menu again and select “Setup” again to complete the setup process.

Next, you need to define which groups and/or OUs you want to sync. Switch tabs to the “Groups OrgUnits to Sync” tab.

In Column A, enter the group email address of the group or OU path to which you want to add or remove licenses. Use the following examples as a guide:

1. Group (enter the full email address): students@school.edu

2. OU: “OU-name” or “OU-name/sub-OU” for sub-OUs (without the quotes)

In Column B, you can optionally enter the email address of any group you’d like to exclude from the update.

1. For example, if you wanted to provide a particular license to all your users except for your part-time staff, you could add the group email address of your part-time staff in Column B. 

2. Note: this column only accepts groups (not OUs), but you can use groups in Column B when using OUs in Column A.

In Column C, select the license you want to update.

1. Note: Selecting “Google Workspace for Education Fundamentals” with an action type of “Sync” or “Add” (see #5 below) will remove any paid license assigned to users in that group or OU. You cannot remove Education Fundamentals licenses.

In Column D, select the action to perform: Sync, Add, or Remove.

1. Sync: Selecting “Sync” will add licenses to any member of the group or OU who does not currently have the license, as well as remove the license from any user who has been removed from the group/OU since the last time the tool updated the licenses.

2. Add: Selecting “Add” will add the license to any member of the group or OU who does not currently have the license.

3. Remove: Selecting “Remove” will remove the license from any member of the group or OU who currently has the license.

In Column E, select whether you would like to update the licenses manually (one-time update) or whether you would like to update licenses continuously through a daily automated sync (Automated).

If you would like to remove licenses from accounts which have been inactive (i.e. haven’t logged in), enter the number of days a user would need to be inactive before the license is removed (Column F).

1. Note: it’s best to use this column when selecting “Sync” in Column D. 

In Column G, you can select the checkbox if you would like to provision licenses to suspended user accounts. 

1. Note: it’s best to use this column when selecting “Sync” in Column D. 

Repeat steps 2 through 8 for each group/OU you want to update (each in a new row).

Once the groups/OUs are configured, select the “Sync Licenses” menu and select “Run License Sync”.

First, you’ll see a green bar at the top. Next, you’ll see a message box in the lower right stating that the update will start shortly. Once the update starts, the Sheet will display “Syncing” in the status column (Column H), while the tool is running. Once the tool has updated licenses, the status will change to “Complete” and log entries will be updated in the “Logs” and “AssignmentLogs'' tabs.

Column I (“Assigned”) will display the number of licenses assigned by the tool.

1. Note: this column will only show when licenses have been added (assigned), not removed.

Column J (“Total Available”) will display the total number of licenses available for the license specified in Column C.