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Google Groups

Google Groups Admin Guide

Set up organization mode and manage role-based group synchronization

Getting Started

As an admin, you can set up automatic synchronization between Discord roles and Google Groups, enabling seamless email distribution and team communication management.

Admin Requirements

You need Discord server administrator permissions and Google Workspace admin access to configure organization-wide group management.

Key Features

  • Automatic Role Sync: Discord roles automatically add/remove users from Google Groups
  • Organization Mode: Manage all users in your domain through domain-wide delegation
  • Custom Mappings: Flexible role-to-group mapping configuration
  • Bulk Operations: Sync existing users and roles in batch operations
  • Audit Logging: Track all group membership changes and sync activities

Screenshot needed: Groups admin dashboard showing role mappings and sync status (1000x600px)

Organization Setup

Configure organization mode to enable domain-wide group management for all users in your Google Workspace.

1

Enable Organization Mode

Use /groups admin organization_mode enable to activate organization-wide group management.

2

Configure Service Account

Set up domain-wide delegation in Google Admin Console to allow group management for all domain users.

3

Verify Permissions

Test with /groups admin test_permissions to ensure proper Google Workspace access.

Google Workspace Requirements

Organization mode requires Google Workspace (not personal Gmail accounts) and Super Admin privileges in the Google Admin Console.

Screenshot needed: Google Admin Console showing domain-wide delegation setup for Groups API (800x500px)

Role Mapping

Configure which Discord roles correspond to which Google Groups for automatic synchronization.

Creating Mappings

/groups admin map_role [discord_role] [google_group]

Create a mapping between a Discord role and a Google Group email address

/groups admin unmap_role [discord_role]

Remove a role mapping and optionally clean up existing group memberships

/groups admin list_mappings

View all current role-to-group mappings and their sync status

Mapping Best Practices

  • Consistent Naming: Use clear, predictable names for both roles and groups
  • Hierarchical Structure: Consider role hierarchies when mapping to groups
  • Permission Alignment: Ensure Discord role permissions match group access levels
  • Email Format: Use full email addresses ([email protected]) for mappings

Advanced Mapping Options

Multi-Role Mapping

Map multiple Discord roles to a single Google Group

Conditional Mapping

Require specific role combinations for group membership

Exclusion Rules

Exclude users with certain roles from automatic sync

Delayed Sync

Set delays for role changes to prevent rapid group changes

GIF needed: Creating a role mapping from Discord role to Google Group (600x400px)

Group Management

Manage Google Groups directly from Discord and monitor synchronization activities.

Group Operations

/groups admin sync_all

Force synchronization of all role mappings for all server members

/groups admin sync_role [role]

Sync only users with a specific Discord role to their mapped groups

/groups admin audit_group [group_email]

Compare group membership with expected Discord role assignments

Bulk Operations

Handle large-scale synchronization efficiently:

  • Initial Setup: Sync all existing server members to their appropriate groups
  • Role Restructure: Handle server-wide role changes and reorganizations
  • Group Migration: Move users between groups when organizational structure changes
  • Cleanup Operations: Remove inactive users from groups automatically
Performance Tip

Large sync operations are automatically batched and rate-limited to avoid hitting Google API limits. Monitor progress with sync status commands.

Domain Delegation

Set up domain-wide delegation to enable organization mode and manage all domain users' group memberships.

Google Admin Console Setup

1

Create Service Account

In Google Cloud Console, create a service account with Groups API access

2

Enable Domain-Wide Delegation

In Google Admin Console → Security → API Controls → Domain-wide Delegation

3

Add OAuth Scopes

Authorize these scopes for the service account:

  • https://www.googleapis.com/auth/admin.directory.group
  • https://www.googleapis.com/auth/admin.directory.group.member
  • https://www.googleapis.com/auth/admin.directory.user.readonly

Security Considerations

  • Minimal Permissions: Only grant necessary scopes for group management
  • Service Account Security: Protect service account keys and rotate regularly
  • Audit Access: Regularly review which groups the bot can manage
  • Monitoring: Enable Google Workspace audit logs for group changes

Screenshot needed: Google Admin Console domain-wide delegation page with OAuth scopes (900x600px)

Monitoring & Logs

Track synchronization activities and troubleshoot issues with comprehensive logging and monitoring tools.

Sync Monitoring

/groups admin sync_status

View current synchronization status and any pending operations

/groups admin sync_logs [hours]

Review recent sync activities, errors, and performance metrics

/groups admin health_check

Comprehensive health check of all mappings and API connectivity

Event Logging

All group management activities are logged with details:

  • Membership Changes: User additions and removals with timestamps
  • Role Events: Discord role changes that trigger sync actions
  • API Calls: Google Groups API interactions and responses
  • Error Tracking: Failed operations with detailed error messages
  • Performance Metrics: Sync timing and API rate limit usage

Alerts and Notifications

Set up notifications for critical events:

  • Sync failures or API quota exceeded
  • Large-scale membership changes
  • Authentication or permission issues
  • Mapping configuration errors

Troubleshooting

Domain delegation setup fails

Issue: Organization mode doesn't work after setup

Solution:

  • Verify Super Admin privileges in Google Workspace
  • Check service account client ID is correct in domain-wide delegation
  • Ensure all required OAuth scopes are authorized
  • Wait 15-30 minutes for changes to propagate
  • Test with /groups admin test_permissions

Users not syncing to groups

Issue: Role changes don't trigger group membership updates

Solution:

  • Verify role mappings exist with /groups admin list_mappings
  • Check user email addresses match Google Workspace domain
  • Ensure groups exist and are accessible by the service account
  • Review sync logs for specific error messages
  • Force sync with /groups admin sync_role [role]

API quota exceeded errors

Issue: Hitting Google Groups API rate limits

Solution:

  • Reduce sync frequency for large organizations
  • Batch role changes to minimize API calls
  • Request higher API quotas from Google Cloud Console
  • Enable sync queuing to handle operations gradually

Groups permissions issues

Issue: Can't add/remove users from specific groups

Solution:

  • Check group settings allow external management
  • Verify service account has Manager or Owner role in the group
  • Ensure groups are not restricted by organizational policies
  • Test group access with manual API calls
Expert Support

Join our Discord community or contact support for advanced Google Groups configuration assistance.