Create Google Workspace Service Account

Create Google Workspace Service Account

If you want to automate tasks or connect external apps to Google Workspace, creating a service account is a great place to start. A service account is a special type of Google account used by applications or virtual machines, like those running on Google Compute Engine, to access and interact with Google services. Unlike personal user accounts, service accounts are not tied to individuals. Each one is identified by a unique email address and is designed specifically for automated or backend tasks.

Using a service account allows your application to securely access Google Workspace APIs without needing a user to sign in each time. This makes it easier to perform actions like syncing calendars, sending emails, managing users, or pulling reports, all without manual involvement.

Whether you are building internal tools or connecting third-party services, a properly configured service account ensures secure and seamless access to the Google Workspace features your application needs. Follow the steps ahead to get started and make the most of what Google Workspace has to offer.

In this guide, we will walk you through how to create a Google Workspace service account, enable the right APIs, and download the credentials your app will use. Setting up a service account is straightforward, and once done, it opens the door to more efficient workflows and smarter integrations.

READ ALSO: Google Workspace Admin

What Are Google Workspace Service Accounts?

Service accounts are special types of Google accounts that are used by applications or virtual machines, not by people. Instead of being tied to an individual user, a service account is linked to an application or workload, like a script, server, or a Compute Engine instance, and is identified by its unique email address.

These accounts allow applications to securely access Google APIs. They can either act as themselves or, with domain-wide delegation, impersonate users in your organisation. This means a service account can perform actions or access data on behalf of a user or group, depending on the permissions it has been granted.

One of the most common setups is attaching a service account to the resource running your app, for example, linking one to a Compute Engine instance. This setup allows the app to authenticate as the service account and access any Google Cloud resources it has been authorised to use, based on its assigned IAM roles.

Types of Service Accounts in Google Cloud

Google Cloud offers a few different types of service accounts, each designed for specific use cases:

User-managed service accounts:

These are service accounts that you create and control. They are typically used to run applications or services that need to access Google Cloud resources securely. You decide what roles and permissions these accounts have.

Default service accounts:

These are also user-managed, but they are created automatically by Google Cloud when you enable certain services. Even though they are created for you, it is still your responsibility to manage their permissions and make sure they are configured correctly.

Service agents:

These are service accounts that Google Cloud creates and manages on its own. They allow specific Google Cloud services to act on your behalf, for example, to perform actions within your project or access other resources needed for that service to work properly.

Why Create a Google Workspace Service Account?

A Google Workspace service account is a powerful tool that helps you connect, automate, and secure your workflows. Here are a few key reasons to create one:

Automate Tasks:

Service accounts are perfect for automating routine operations like syncing data between Google Workspace and other apps, so you can save time and reduce manual work.

Enhance Security:

By using service accounts, you avoid managing user credentials directly. This minimises the risk of exposing sensitive login details.

Enable Integration:

Service accounts make it easy to connect Google Workspace with third-party tools, allowing your applications to perform actions like reading calendar events, sending emails, or managing contacts.

Best Practices for Using Service Accounts

To get the most out of your service account and keep your environment secure, keep these tips in mind:

Use Least Privilege Access:

Grant only the permissions the service account truly needs. This reduces the chance of accidental changes or unauthorised access.

Rotate Keys Regularly:

Refresh your service account’s keys on a regular schedule to help prevent long-term security issues.

Monitor Usage:

Track how your service accounts are used, especially if they interact with sensitive data or critical services.

Google Workspace Service Account Impersonation

Service account impersonation in Google Workspace allows an authenticated identity, like a user or another service account, to temporarily act as a service account. When impersonation happens, the authenticated principal gains access to the same resources and permissions that the service account has.

This feature is especially useful in situations where you want to grant temporary access without permanently changing your IAM policies. For example, you might let a user impersonate a service account to test a set of permissions or to complete a task that requires elevated access. It is also helpful when developing or testing applications locally, especially if those apps are designed to run with service account credentials in a production environment.

Only identities with the right permissions can impersonate a service account, helping maintain security and control. This makes impersonation a flexible and safe way to manage access in complex environments.

READ: What is The Disadvantage of Google Workspace?

How to Create a Service Account in Google Cloud

Follow these steps to create a service account in Google Cloud for your Google Workspace migration or sync product. For further details, visit the Service Accounts documentation.

Step 1: Create a Project

Sign in to Google Cloud: Go to Google Cloud and sign in as a super administrator. If it’s your first time, accept the Terms of Service.

Navigate to IAM & Admin: On the left sidebar, click on IAM & Admin.
Select Manage Resources: You may need to click the Menu button first to see this option.
Create a New Project: At the top, click Create Project and enter a project name.
(Optional) Add to a Folder: To add the project to a folder, click Browse, select a folder, and click Select.
Create the Project: Click Create to finalise your new project.
Assign Project Owner Role: By default, only the project creator has management rights. To ensure the project can be maintained if the creator leaves, assign at least one other person the Project Owner role.

Step 2: Enable APIs for the Service Account

Select Your New Project: Check the box next to your newly created project.
Go to APIs & Services: Click on APIs & Services in the sidebar.
Open the Library: Click on Library. You may need to click Menu first.

Enable the Required APIs: For each required API, click the API name and then select Enable:

Admin SDK
Google Calendar API
Contacts API
Gmail API
Groups Migration API
Search for APIs: If you can’t find an API, type the API name in the search box.

Step 3: Set Up the OAuth Consent Screen

Go to OAuth Consent Screen: In the APIs & Services section, click OAuth consent screen. You may need to click Menu first.
Select User Type: Choose Internal.
Click Create: This will allow you to set up the consent screen for your application.

Enter App Details:

App Name: Provide the name of your application.
User Support Email: Add an email where users can contact you with questions.
Developer Contact Information: Enter email addresses where Google can reach you regarding changes to your project.

Save and Continue: Click Save and Continue, then Back to Dashboard. 

Step 4: Create the Service Account

Go to Credentials: In the APIs & Services section, click on Credentials. You may need to click Menu first.
Create Credentials: Click on Create Credentials and select Service Account.
Name the Service Account: Provide a name for your service account.
(Optional) Add a Description: Enter a description for the service account.
Click Create: After that, click Continue and then Done.
Save the Service Account: Ensure your service account is saved correctly.

Step 5: Generate a Service Account Key

Click Keys: At the top of the service account page, click Keys.
Add a Key: Click Add Key, then select Create new key.
Select JSON Key Type: Ensure the key type is set to JSON and click Create.
Download the Key: Your service account’s private key JSON file will be downloaded to your computer. Make a note of the file name and where it is saved, as you will need it later.
Click Close: Once the key is created, click Close to finalise the process.

How To Use an Automated Script to Create the Service Account

You can use an automated script to streamline the service account setup process. However, please note that this script is hosted on GitHub and is not supported by Google Workspace Support. If you encounter any issues, it is recommended that you follow the manual steps instead. Below is how to use the script:

Open Cloud Shell:

In a browser window, open Cloud Shell from the top right of the console.

Run the Script:

Enter the following command in the Cloud Shell editor

Creating a Google Workspace service account is a simple but important step if you want to automate processes or tap into Google Workspace APIs. With proper setup and good security habits, a service account can help you streamline tasks, reduce risk, and unlock new functionality across your applications. Visit the website for more information. I hope the provided information is helpful. Share your thoughts below in the comment section.

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