GAT Flow is a User Management tool for Google Workspace domains. It allows Admins to take multiple actions on the User accounts.
One of the options available is to remove users from everywhere they are added as a Reader, Writer, Free/Busy Reader in Google Calendars.
In Google Calendars a user can be set up as a (reader, writer, and free/busy reader) to somebody else’s calendar. Those permissions allow a user to access somebody’s calendar using the permissions (reader, writer, or free/busy reader).
The Admin can take action with Flow and remove a user from all calendars where the account is writer, reader, and free/busy reader.
The secondary calendar permissions (Reader, Writer, Free/Busy Readers) on Google Calendars can be seen in GAT+ > Calendars audit.
GAT+permisisons writer, reader, free/busy readers COMPARED to the Google calendar settings
- Owners = Make changes and manager sharing (secondary owner)
- Writers = Make changes to events
- Readers = See all event details
- Free/Busy readers = See only free/busy (hide details)
Take action in Flow #
With GAT Flow, a user can be removed from all Google calendars where they have the permissions reader, writer, free/busy reader
Create Workflow #
Navigate to Flow > Create workflow
In Define Workflow Type – select the workflow type and name
- Name – enter a name for the workflow
- Type – select the workflow type
- Modify – modify and update existing users of the domain
- Offboard – offboard the users from the domain
- Description (optional) – a description of the workflow can be added
- Run immediately after approval
- Next – click on the button to proceed
Search for a User #
In Search for a user (1)- select what users to be affected by this workflow (2)
- Search for a User – select individual users
- Search for a Group – select a group of users
- Search for an Org. Unit – select Org. Unit of users
- Classroom
- Import users – import used via Google spreadsheet
Check the list of selected users under the Current selected users section (3), and click Next (4) to move on to the next step.
Choose Actions #
Choose actions – select the actions you want to take
Under the Choose Actions section (1), click on the + button (2) and Add action (3). A pop-up menu with all the available actions will be displayed.
From all available actions, search for (1) and select “Remove user from all calendars” action (2) under the Users section
The selected action will be added to the node section. Double-click on the action node to open the action’s configuration section.
Review the action details. There is nothing to configure for this action. This action will remove all user access permissions for all existing Google Calendars.
Once finished, click anywhere outside the action node to close it and select Send Approval Request to the Security Officer for review.
After selecting Send Approval Request (1), a confirmation message will appear. Confirm to continue (2).
The workflow will be submitted for approval to the Security Officer.
Security Officer Approval #
The Security Officer will receive an email notification for verification.
After clicking the link in the email, they will be redirected to the approval section of the relevant workflow in Flow (1), where they can review the request and approve (2) or deny it (3).
Once approved, the action will take effect and all user access permissions to calendars will be removed.
Note: If pre-approval is enabled no Security Officer approval will be needed.
Results #
As a result of the action, the user access to all calendars as a reader, writer, and free/busy permissions will be revoked.
Flow – result
GAT+ result
Google Calendar result
