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How to Create a Cloud Identity User in Google Workspace Admin“Sand

by | Feb 4, 2025 | Tips + Tricks

Google Workspace is a powerful tool for businesses and organizations, but managing user access efficiently is crucial. If you need to grant someone access to your Google Workspace without sharing passwords and without paying for an additional user, you can create a Cloud Identity Free user. This method allows controlled access to Google services without incurring extra subscription costs.

You are granting someone significant access to your Workspace account. You should be 100% positive this is something you want to do. Never give random people who call and claim to be helping access to your usernames and passwords for any account.

At times, Tide Pool Creative will ask for you to create an account for us. This gives us the ability to verify domain statuses and assist you with light technical support. These instructions are designed to assist you with creating that account. If you run into any issues, you may always reach out to us.

What Is a Cloud Identity Free User?

A Cloud Identity Free user is a Google account within your organization that provides limited access to Google services, such as Google Drive, Calendar, and Meet, but does not require a paid Google Workspace license. This is ideal for contractors, volunteers, or partners who need access to some services but don’t require full email capabilities. Tide Pool Creative will ask for this account to assist you in administering your Google Workspace account.

Steps to Create a Cloud Identity Free User in Google Workspace Admin

  1. Sign in to Google Admin Console
  2. Verify License Settings
    • Click on Billing > License Settings in the left-hand menu.
    • In the License settings box, click on the section labeled Automatic Licensing, which will appear to the left of your subscription name.
      • Toggle the setting, Automatic Licensing to “OFF”, ensuring new users do not automatically have a paid license created.
      • Click Save to save your changes.
    • Click on Subscriptions from the left-hand menu in the Billing section.
      • If you see Cloud Identity Free listed here, you may skip to the next section.
      • Click the blue Buy or upgrade button in the top right of the window.
        • Find the section entitled Google Cloud Management, for us, this was about 3/4 of the way down the page on the right.
          • Click Explore to the right of Cloud Identity Free.
          • Click through the pages by clicking the blue button in the bottom right of the pages that appear.
          • This is a free subscription, so it should not ask you for money or credit card information.
  3. Navigate to Users Section
    • Click on Directory > Users in the left-hand menu.
  4. Add a New User
    • Click the Add new user button.
    • Fill in the required information, including:
      • First Name (type TPC for Tide Pool Creative users)
      • Last Name (type Support for Tide Pool Creative users)
      • Primary email address (type tpc-support for Tide Pool Creative users)
        • This email address will appear tpc-support@your-domain.com
      • In the Secondary email field, type support@tidepoolcreative.com, this allows us to get ourselves back in if we get locked out.
    • Click ADD NEW USER to create the user.
  5. Assign a Cloud Identity Free License
    • On the User list from Step 3, click the checkbox to the left of the user you just created (“TPC Support”)
    • In the blue bar at the top, select “Assign licenses”
    • From the pop up, click the “Cloud Identity Free” license checkbox and then click Assign to save.
      • If Cloud Identity Free does not appear as an option, return to step 2.
  6. Set Up User Access and Permissions
    • Once the user is created, click on their profile to configure access.
    • Under Apps, enable or disable Google services they can use (e.g., Drive, Calendar, Meet).
    • Under Admin roles and privileges, specify if they need administrative access.
      • Tide Pool Creative will let you know which level of access we are requesting.
  7. Notify the User and Share Login Details
    • The new user will receive an email with login instructions.
    • Ensure they reset their password after the first login for security purposes.

Benefits of Using Cloud Identity Free Users

  • Cost Savings – No need to pay for extra Google Workspace licenses.
  • Security – Users have unique credentials, avoiding password sharing.
  • Access Control – Admins can manage and revoke access as needed.
  • Integration – Works seamlessly with Google services without requiring a full Workspace subscription.

Final Thoughts

Setting up a Cloud Identity Free user in Google Workspace is a smart way to manage access without incurring additional costs. Whether you’re working with temporary team members or external collaborators, this method keeps your workspace secure while providing the necessary permissions.

Need more help optimizing your Google Workspace setup? Let us know by reaching out.

Photo by Solen Feyissa on Unsplash