Setting up new users & Google Groups

[Charmaine Hattrill]

Hi Rob

Just a quick query – we have a new staff member Sandra H who I have set up with a Kingslea google account.  She can only see on her Drive anything that has been shared with her since her set up.  I thought if she was part of a group (eg Te Maioha, Classroom teachers etc) then anything shared to that group historically she would be able to see.  Is that not the case?

Thanks

Charmaine Hattrill
Executive Officer
Kingslea School

[Rob Clarke]

Hi Charmaine,

Unfortunately just because someone is placed in a Google Group doesn’t mean their permissions for Drive folders transfer to those folders. This is a common misconception with Google Groups – they are really only for communication.

The solution is to move Kingslea towards using Team Drives.

I’m guessing you are using shared Google Drive folders already, so the next steps to rectify this will likely be:

1. Implement a file naming protocol across the school – this ensures everything is easily found/etc.
2. Decide on what the Team Drives setup will look like for different teams/projects.
3. Set up Team Drives.
4. Move items into the Team Drives.
5. Document the set up so that is is part of your procedures.

I hope this is helpful, let me know how you go.

Rob

[Author]

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