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Coding level: Beginner Duration: 20 minutes Project type: Automation with an event-driven trigger
Objectives
Understand what the solution does.
Understand what the Apps Script services do within the
solution.
Set up the script.
Run the script.
About this solution
Important: You must be a Google Workspace Administrator to use this
solution.
Share resources with incoming employees in one step. This solution uses a form
in Google Forms to add new employees to a group in Google Groups. By sharing
resources with that group's address, you can easily give new hires access to the
resources they need.
If you have permission to add users to a group, you can use this solution to
distribute the responsibility to other members of your team. When they submit
the form, the event-driven trigger runs the script as you and adds the new
person's email to the group.
When someone submits a form with a user's email and the group the user should be
added to, the script checks whether or not the person already belongs to that
group. If they do, the user receives an email confirming that they're already in
the group. Otherwise, the script adds the user to the group and sends them a
welcome email.
Apps Script services
This solution uses the following services:
Script service–Creates the trigger that
fires the script each time someone submits a form.
Groups service–Checks whether the email
submitted on the form is already a member of the group.
Click the following button to copy the Share resources with new hires
spreadsheet. The Apps Script
project for this solution is attached to the spreadsheet.
Make a copy
Click Extensions>Apps Script.
Under Services, make sure the AdminDirectory service is
listed. If it is, skip to step 6. If it's not, continue to the next step.
Next to Services, click Add a service add.
In the dialog, select Admin SDK API and click Add.
In the function dropdown, select installTrigger.
Click Run.
When prompted, authorize the script.
If the OAuth consent screen displays the warning, This app isn't verified,
continue by selecting Advanced>Go to {Project Name} (unsafe).
Important: If you run this function more than once, it generates multiple
triggers and will send duplicate emails. To delete extra triggers, take the
following steps:
Click Triggers.
Next to the trigger, click More
>Delete trigger.
Run the script
Return to the spreadsheet and click Tools>Manage form>Go to live form.
Fill out the form with your email address and a group that you have
permission to manage the membership for and click Submit.
Return to the spreadsheet and view the form entry. The status column shows
whether your email address was added to or already a member of the group.
Check your email for either a welcome email or confirmation of your group
membership.
Contributors
This sample is maintained by Google with the help of Google Developer Experts.
[[["Easy to understand","easyToUnderstand","thumb-up"],["Solved my problem","solvedMyProblem","thumb-up"],["Other","otherUp","thumb-up"]],[["Missing the information I need","missingTheInformationINeed","thumb-down"],["Too complicated / too many steps","tooComplicatedTooManySteps","thumb-down"],["Out of date","outOfDate","thumb-down"],["Samples / code issue","samplesCodeIssue","thumb-down"],["Other","otherDown","thumb-down"]],["Last updated 2025-08-04 UTC."],[[["\u003cp\u003eThis solution allows Google Workspace administrators to easily share resources with new employees by automatically adding them to a Google Group.\u003c/p\u003e\n"],["\u003cp\u003eThe script uses an event-driven trigger to add new employees to a group when their information is submitted via a Google Form.\u003c/p\u003e\n"],["\u003cp\u003eThe script utilizes various Apps Script services including Groups, Admin SDK Directory, Mail, and Spreadsheet to manage group memberships and communicate with users.\u003c/p\u003e\n"],["\u003cp\u003eSetup requires copying a spreadsheet, enabling the AdminDirectory service, and authorizing the script to run.\u003c/p\u003e\n"],["\u003cp\u003eRunning the script involves submitting a form with the new employee's email and desired group, triggering the automatic addition and email notifications.\u003c/p\u003e\n"]]],["This solution automates sharing resources with new hires using Google Workspace. It utilizes a Google Form submission to trigger a script that adds new employees to a specified Google Group. The script checks for existing membership, adds the user if necessary, and sends either a welcome or confirmation email. It leverages Apps Script services, including Script, Groups, Admin SDK Directory, Mail, Spreadsheet, and URL Fetch to manage triggers, check group membership, add users, send emails, and update form response spreadsheet with user status.\n"],null,["**Coding level** : Beginner \n\n**Duration** : 20 minutes \n\n**Project type** : Automation with an [event-driven trigger](/apps-script/guides/triggers/installable#event-driven_triggers)\n\nObjectives\n\n- Understand what the solution does.\n- Understand what the Apps Script services do within the solution.\n- Set up the script.\n- Run the script.\n\nAbout this solution\n\n**Important**: You must be a Google Workspace Administrator to use this\nsolution.\n\nShare resources with incoming employees in one step. This solution uses a form\nin Google Forms to add new employees to a group in Google Groups. By sharing\nresources with that group's address, you can easily give new hires access to the\nresources they need.\n\nIf you have permission to add users to a group, you can use this solution to\ndistribute the responsibility to other members of your team. When they submit\nthe form, the event-driven trigger runs the script as you and adds the new\nperson's email to the group.\n\nOptionally, you can turn on notifications to [get an email every time someone\nsubmits the form](https://support.google.com/a/users/answer/9308874).\n\nHow it works\n\nWhen someone submits a form with a user's email and the group the user should be\nadded to, the script checks whether or not the person already belongs to that\ngroup. If they do, the user receives an email confirming that they're already in\nthe group. Otherwise, the script adds the user to the group and sends them a\nwelcome email.\n\nApps Script services\n\nThis solution uses the following services:\n\n- [Script service](/apps-script/reference/script)--Creates the trigger that fires the script each time someone submits a form.\n- [Groups service](/apps-script/reference/groups)--Checks whether the email submitted on the form is already a member of the group.\n- [Admin SDK Directory advanced service](/apps-script/advanced/admin-sdk-directory)--Adds the email submitted on the form to the group.\n- [Mail service](/apps-script/reference/mail)--Sends an email to the email address submitted on the form to either confirm their group membership or welcome them to the group.\n- [Spreadsheet service](/apps-script/reference/spreadsheet)--Adds the user's status to the form responses spreadsheet. The status is either **Already in\n group** or **Newly added**.\n- [URL Fetch service](/apps-script/reference/url-fetch)--Fetches a Google Docs document as an HTML string. The document contains the content of the email that the script sends.\n\nPrerequisites\n\n- A [Google Workspace account](https://workspace.google.com/features/)\n- You must be a Google Workspace Administrator\n\nSet up the script\n\n1. Click the following button to copy the **Share resources with new hires**\n spreadsheet. The Apps Script\n project for this solution is attached to the spreadsheet.\n\n [Make a copy](https://docs.google.com/spreadsheets/d/1IK9nIanIOxInnvUtaY9lsXHAqokkA9xqcC43VRxQ-fo/copy?usp=sharing)\n\n2. Click **Extensions** \\\u003e **Apps Script**.\n\n3. Under **Services** , make sure the **AdminDirectory** service is\n listed. If it is, skip to step 6. If it's not, continue to the next step.\n\n4. Next to **Services** , click Add a service add.\n\n5. In the dialog, select **Admin SDK API** and click **Add**.\n\n6. In the function dropdown, select **installTrigger**.\n\n7. Click **Run**.\n\n8. When prompted, authorize the script.\n If the OAuth consent screen displays the warning, **This app isn't verified** ,\n continue by selecting **Advanced** \\\u003e\n **Go to {Project Name} (unsafe)**.\n\n**Important**: If you run this function more than once, it generates multiple\ntriggers and will send duplicate emails. To delete extra triggers, take the\nfollowing steps:\n\n1. Click **Triggers** .\n2. Next to the trigger, click More \\\u003e **Delete trigger**.\n\nRun the script\n\n1. Return to the spreadsheet and click **Tools** \\\u003e **Manage form** \\\u003e **Go to live form**.\n2. Fill out the form with your email address and a group that you have permission to manage the membership for and click **Submit**.\n3. Return to the spreadsheet and view the form entry. The status column shows whether your email address was added to or already a member of the group.\n4. Check your email for either a welcome email or confirmation of your group membership.\n\nContributors\n\nThis sample is maintained by Google with the help of Google Developer Experts.\n\nNext steps\n\n- [Event-driven triggers](/apps-script/guides/triggers/installable#event-driven_triggers)\n- [Extend Google Sheets](/apps-script/guides/sheets)"]]