Syncing Members from Google Workspace

Sync Members from your Google Workspace to Popl Teams and utilize auto syncs.

At Popl, we understand that time is valuable in the enterprise world, and our focus is to provide efficient and seamless digital business card solutions to help organizations thrive. Our mission is to simplify the process of creating, distributing, and sharing digital cards for both team leaders and members.

To accelerate the digital business card creation process, we have developed an integration called Instant Sync™ with Google Workspace. This integration allows for quick and automated synchronization with your existing database of team member data, resulting in instant creation of Popl digital cards for your team. With Instant Sync™, your team can seamlessly integrate Popl into your existing systems, eliminating the need for manual input of data and reducing errors.

To ensure a smooth and hassle-free experience, we have prepared a comprehensive step-by-step guide on how to set up and use Instant Sync™ through your Popl Teams dashboard. This integration empowers organizations to effortlessly manage their digital business card solution and focus on building their professional network.

Setting up and Authenticating the Sync

Connecting your Google Workspace Account

1. First, click into the "Members" tab and then in the top right click "Add Members". In the dropdown, choose "Sync with Google Workspace".

2. On the next page you will see an Google Workspace pane as shown below. Click on "Start Setup" next.

3. A popup will then appear that shows which permissions are being requested, feel free to expand the two segments to learn more. All permissions are read only. Next, click "Continue", then "Open Window" shortly after.

For more information on permissions required for the integration, please see our Permissions Documentation.

4. Once clicking "Open Window" a Google authentication window will appear that looks like the below. At this stage, please choose an admin Google Workspace account to authenticate with.

Note: If an admin is not used at this step, an error will occur and the integration will fail to set up.

5. Once the authentication was completed successfully, you will see the success popup below. Click "Continue" to go to the next step

6. As a final step, click "Finish" to fully finish the authentication! At this point, you also have the options to:

  • view what data is now being accessed by the integration

  • relink the integration with a new admin/account if needed

Once the popup disappears, you are redirected to the Google Workspace configuration page. On this page there are various different configuration options and features.

Choosing Groups to Sync

In the first section, there is a search bar that will allow you to choose which Google Workspace groups you'd like to sync to Popl Teams. You can either scroll through all groups by clicking the search bar or search for specific groups by typing group names in the search bar.

Once groups are selected and members are synced, the integration will automatically add those members to subteams on Popl with the same name as their respective Google Workspace group. For example, if you have a synced Google group called "popl_users" with 200 members, when those 200 members are synced to Popl, they will automatically be added to a subteam named "popl_users". This helps bring the directory organization from Google over to Popl Teams.

Auto Sync Frequency

In the section, you can choose an auto sync cadence that will automatically create or remove digital business cards as employees join or leave your company.

  • Available Auto Sync cadences include:

    • Daily (Recommended)

    • Weekly

    • Monthly

    • Quarterly

We recommend choosing the daily sync here as it ensures the most up-to-date business info and member allocation is kept synced at all times.

This auto sync frequency can be changed by an admin at any time. When an auto sync occurs successfully, all Popl Team admins will be notified of any member additions and deletions via email ensuring data cleanliness and visibility. Daily auto syncs occur every day at 12am PST.

Select Fields To Sync

In this section, default fields like name, email, and more can be set up and configured. By default, these fields are what are synced to your digital business cards out-of-the-box. The email and phone number fields will be used to create email and phone tappable links on each digital card, and a user's email will be used as the account email for logging in.

The default synced fields are mapped as below:

Popl Field

Google Workspace Field

Name

display_full_name

Email

work_email (fallback: personal_email)

Job Title

organizations.title

Company

organization

Phone Number

phones.value

Location

work_location (fallback: home_location)

Profile Picture

avatar

Sync Toggles

When a field has the toggle for "Sync" turned on, this means that when the integration finds a new member in one of the synced Google groups that has not yet been created on Popl, it will create that member with this field added. The default is to keep all sync toggles turned on.

Overwrite Toggles

When a field has the toggle for "Overwrite" turned on, this means when the integration finds a member in one of the synced Google groups that already exists on Popl, it will overwrite this field with new data from Google on future syncs. For example, if John Smith has the title "Director of Sales" and gets a promotion to "VP of Sales", when the auto sync sees John's title has changed on the Google side, if the overwrite toggle for Job title is turned on, the next auto sync will see this update on Google and update John's job title on his Popl digital business card. If this toggle is turned off, any changes on the Popl side for John's job title will not be overwritten by future Google auto syncs.

Mapping Custom Fields

Our Google Workspace sync is very robust and can be set up with any number of custom mappings from Google to Popl. If you'd like to map custom fields from Google to each member's Popl digital cards, send us an email to teams@popl.co and we will get it done within 1-2 days.

Deleting Members Upon Removal

When this toggle is turned on, the integration will fully delete members from Popl when they are removed from your synced Google Workspace groups. These deletions will be permanent and cannot be reversed, so please consider carefully before enabling this feature.

The goal of this toggle is to provide our customers with data cleanliness. By default (when this option is turned off), removing members means just removing them from the Popl Team and deactivating their teams subscription. If this option is toggled on, not only will members be removed, but they will also be fully deleted from our database to ensure complete data hygiene.

Send Email Invites

With this toggle, you can choose whether to send email invites to new members or not. When this option is toggled on, any auto sync or manual sync will send new members an invite email to join the team and claim their digital business card. If this is toggled off, no email will be sent on member creation. If no invite is sent, always remember to send the invites later!

We recommend turning this option on so that members can claim and start sharing as soon as they are added to the team!

Use Admin Rules

Toggle on this option if you’d like us to consider admin roles from your Google Workspace. If this is toggled on, we will set Google Super Admins as Popl Full Team Admins and Google Groups Admins as Subteam Admins automatically. This ensures admin and roles are kept consistent across both platforms. To see more info on Google's prebuilt admin roles, see here: https://support.google.com/a/answer/2405986?hl=en.

Running a Manual Sync

Once all configuration is set up, click "Save Configuration" in the bottom right. This will save all updated configuration and apply it for the next manual or auto sync. If this button is greyed out, that means, all info has already been saved. To run a manual sync at any time, simply click "Sync Now" in the bottom right.

Logic for your First Sync

During your first sync, Popl Teams will create digital business cards for each member with the attribute mappings that have the "sync" toggle turned on.

If a member's email from the sync is already attached to a Popl digital business card, we will simply invite the existing member instead of creating a duplicate member. This Google Workspace sync will never create duplicate members. The existing Popl user will get an email invite to join your team on Popl Teams unless you have "Send Email Invites" toggled off.

If an existing member has a template applied, values from Google such as email and phone number will be added to the existing template unique links/content instead of duplicate links being created. For example, if a template is applied to John Smith and that template contains a unique email link like in the right option shown below, the Google sync will update this unique email link with it's email value instead of creating a duplicate email link.

Logic for all Future Syncs

As your company grows, names, titles, departments, and other member info can change. With any sync after your initial one, auto syncs will automatically update Popl digital cards to correct, up-to-date info without any manual entry required.

For example, let's say that Jessica Swift gets a promotion and her title changes from Marketing Manager to Director of Marketing. After a successful daily, weekly, monthly or quarterly auto sync, this title change will instantly reflect on Jessica's digital business card. Syncs can also be run manually by clicking the "Edit Setup" button at any time from the add members page or the integrations tab.

If an existing member has a template applied, values from Google such as email and phone number will be added to the existing template unique links/content instead of duplicate links being created. For example, if a template is applied to John Smith and that template contains a unique email link like in the right option shown below, the Google sync will update this unique email link with it's email value instead of creating a duplicate email link.

Check out Popl Teams to instantly set your company up with digital business cards using our robust Google Workspace integration.

If any issues or questions, please contact us at teams@popl.co, we are available nearly 24/7 and will get back to you within 6-8 hours or less.

With 🤍 from Popl.

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