App access and directory visibility
Every person has two independent switches: one decides whether they get the app and count as a seat, the other whether anyone can see them.
Open Contacts in the dashboard. Each person has two switches, and they answer two different questions.
The two switches
- App access
- Can this person sign in to the mobile app? This is the billed seat. Toggle it directly in the App access column on the Contacts list.
- In directory
- Does this person appear in everyone else's directory? Change it on the person's own card. It is free and is not a seat.
A contractor can be listed so colleagues can call them, without ever getting the app. A director can have the app and stay out of the list. The two questions are separate, so the switches are.
- App access Flip it here, on the list. On means this person can sign in and counts as a seat from today.
- In directory Read-only here. Open the person's card to change whether others can see them.
What happens to new people
Someone who appears in Google Workspace after a sync arrives with both switches off. Nothing is billed and nobody sees them until you decide. Turning App access on also lists them in the directory; you can hide them again from their card if you want.
To turn on many people at once, filter the list and use Enable all shown.
Turning access off mid-month
The seat stops counting from the next day. You’re billed on seat-days, so a person who had access for ten days of a thirty-day month is a third of a seat. How seats are counted has the detail.
When someone leaves
Remove them in Google Workspace as you normally would. The next sync turns both switches off and removes them from every phone. You don’t need to do anything in Workspace Sync.