Adding external members to a Google Group

This article outlines the process for when a GRCC employee requests external members have access to a Google Group.

Question

A user is requesting to add external users to a Google Group, but is unable to add them as they are outside of the organization. 

 

Environment

• Google Groups

 

Information

Google Group membership is typically for GRCC employees only. Groups are not intended to be used as Listserv where external users are added to the group.

 

Answer

IT Security has asked that they be notified before adding any external users are added to ensure that the Group Manager is responsible for removing the external user when they are no longer needed. The reason is that GRCC Employees are automatically removed from groups when they leave GRCC, but an external user might not be removed if they leave because they are not a part of GRCC.

Add the IT Security team to the ticket and notify them of the request. When it is approved, add the requested users to the group by the following the Knowledge Base article on Managing Users in a Google Group.