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Setting up your Google Workspace user import
- Article
- Mon Oct 06 2025
- 4 minutes to read
- 2 contributors
Before you begin, make sure you understand the ways of filtering the data you import.
Creating an import configuration
To find Cloud Data Imports:
Navigate to Configuration > Platform Configuration > Data > Cloud Data Imports.
To create an import configuration:
- At the top right of the configurations list, click + Add New.
Note
If this is your first import configuration, click the button that says No import configurations are set up. Click here to create your first import.
- Give your import a clear and unique name.
- Click Create.
- (Optional) Add a description in the Description field to explain what the import does.
To choose the data source:
-
Click the Data Source tab.
-
In the Data Source Settings area, in the Import field, click the edit icon.
-
In the Hornbill Integration Bridge dialog, select Cloud Data Imports > Users > Google Workspace.
-
Click Apply.
The Source / Import Options section appears, with settings you can customize.
To customize the settings in the Data Source tab:
- Use the edit buttons to make your choices.
- Make sure to read the information about source/import options as you configure your import.
Source/import options
This section covers the options available when setting up your Google Workspace user import. These settings give you control over what gets imported, when, and how.
Important
About memberships and role assignments
When you are configuring your import in the Data Source tab, there are two essential import options you need to be aware of: memberships and role assignments.
A user record is useful only if it has been assigned to a membership. A membership is an organizational grouping in Hornbill, such as Department or Company. The record can be assigned to an organizational grouping as Member, Team Leader, or Manager. You can create any number of memberships to apply to the users you are importing.
For important details, refer to Memberships and roles as you are assigning memberships and roles in your import configuration.
Keysafe Key
Choose the KeySafe Key you created earlier. This is what allows Hornbill to securely access your Google Workspace account.
Customer ID (Optional)
Enter your Google Workspace Customer ID. If you leave this blank, my_customer
will be used by default.
Domain (Optional)
Specify your primary domain to import users from, if you want to limit the import.
Query (Optional)
Use this to search or filter users based on different profile fields, including custom fields.
See Google’s Search Users documentation for examples.
Important
If no query is provided, all users from your Google Workspace domain will be imported!
Return Deleted User
Choose whether to include deleted users in the import.
Action
Choose what Hornbill should do with the users it finds:
- Create – Only adds new users who don’t already exist in Hornbill.
- Update – Only updates users who already exist in Hornbill.
- Create & Update – Adds new users and updates existing ones.
Account Status
Set the status of the users being imported (e.g. Active, Inactive), and choose when this status should be applied.
User Properties
Define how user data should map to Hornbill fields during import.
- Supports Mustache templates for custom formatting or combining data.
- Input fields offer auto-complete to help you select fields from your Google Workspace source.
Filtering: Import only the users you need
You don’t have to bring in every user record. Use queries to filter users by department, location, or other fields.
Check out Google’s example queries for ideas.
Available fields
When you connect to Google Workspace to import users, Google presents you with a standard set of fields for each person. These fields are available for mapping and filtering. Here’s what gets included:
Name
displayName
familyName
fullName
givenName
Account Information
agreedToTerms
aliases
archived
changePasswordAtNextLogin
creationTime
customSchemas
deletionTime
etag
id
includeInGlobalAddressList
ipWhitelisted
isAdmin
isDelegatedAdmin
isEnforcedIn2Sv
isEnrolledIn2Sv
isMailboxSetup
keywords
kind
languages
lastLoginTime
notes
orgUnitPath
suspended
suspensionReason
thumbnailPhotoEtag
thumbnailPhotoUrl
External ID Fields
accountExternalId
customerExternalId
loginExternalId
networkExternalId
organizationExternalId
Contact Information
companyMainPhone
homeEmail
homePhone
mobilePhone
otherEmail
primaryEmail
recoveryEmail
recoveryPhone
workEmail
workMobilePhone
workPhone
Organization Information
dottedLineManager
manager
Organization Types
domainOnlyOrganization
primaryOrganization
schoolOrganization
unknownOrganization
workOrganization
The following fields are available, where populated, for each of the above organization types:
costCenter
department
description
domain
fullTimeEquivalent
location
name
symbol
title
And can be mapped in the following way: {{domainOnlyOrganization.costCenter}}
.
Address Information
Address Types
homeAddress
otherAddress
primaryAddress
workAddress
The following fields are available, where populated, for each of the above organization types:
country
countryCode
extendedAddress
formatted
locality
poBox
postalCode
postalCode
region
region
streetAddress
And can be mapped in the following way: {{homeAddress.streetAddress}}
.
Location Information
Location Types
defaultLocation
deskLocation
The following fields are available, where populated, for each of the above organization types:
area
buildingId
deskCode
floorName
floorSection
And can be mapped in the following way: {{defaultLocation.buildingId}}
.
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