01: The Client

Certified Listeners Society
Certified Listeners Society is a federal not-for-profit organization functioning primarily as an online emotional support chat center. They provide 24/7, real-time early-stage emotional support to bridge the gap to formal mental health care.

As a volunteer-driven organization with high turnover, managing Google Workspace accounts for departing members was a constant challenge, and an active security concern.

Tags: Non-Profit, Emotional Support, Volunteer-Driven, 24/7 Availability

02: The Security Gap

Departed Volunteers with Active Accounts

When volunteers left the organization, the IT team had to manually identify and suspend their Google Workspace accounts. This created two critical problems that compounded with every departing member.

Hours of Administrative Work

Manually identifying inactive accounts, cross-referencing volunteer lists, and individually suspending each one consumed significant IT resources every week.

Active Security Vulnerabilities

When the team forgot to suspend an account, which is highly likely given the volume, former volunteers retained full access to organizational systems, emails, and shared drives.

High-Stakes Environment

For an organization handling sensitive emotional support conversations, an unauthorized access could compromise client confidentiality and organizational trust.

Scalability Constraints

Given the natural turnover of volunteers, any future growth in the team would make manual account audits and suspension completely unsustainable.

03: The Solution

An Intelligent, Self-Running Security System

Flowbetta built a comprehensive automated user management system using Google Apps Script that intelligently monitors and manages user account status, while maintaining appropriate safeguards to prevent accidental suspension of critical accounts.

1. Daily Inactivity Monitoring
   The system automatically scans all Google Workspace accounts daily, identifying any user who has been inactive for 30+ days, no manual checking required.

2. 24-Hour Warning System
   Before any suspension occurs, the user receives an automated email warning. If they log in within 24 hours, the suspension is automatically canceled, preventing false positives.

3. Automatic Suspension
   If the user remains inactive after the warning period, their account is automatically suspended. A notification email is sent to their personal address informing them of the status change.

4. Smart Exemption Controls
   Administrators can specify departments and individual email addresses that should never be automatically suspended, protecting critical system accounts and leadership roles via a simple Google Sheet.

Tech Stack

• Google Apps Script
• Admin SDK (Directory API)
• Gmail API
• Google Sheets
• Time-Driven Triggers

"These automations will save us dozens of hours per year, but more importantly reduce security risks."

- Certified Listeners Society Team

04: The Impact

Security on autopilot.

Time Saved

Dozens of hours saved annually through elimination of manual account monitoring and suspension processes, time redirected to mission-critical work.

Zero Security Gaps

No more forgotten accounts left active. Every inactive user is detected, warned, and suspended automatically, with a complete audit trail.

Compliance Confidence

The organization now maintains security best practices automatically, crucial for an organization handling sensitive emotional support communications.

Scales With Growth

Whether the volunteer program has 50 or 500 members, the system handles the same workload with zero additional overhead.

★★★★★

"Joseph did a fantastic job. He built automation for us that adds and removes members from a Google Group based on a Google Sheet roster, and created an automation that makes Google Workspace accounts based on Google Form submissions. These automations will save us dozens of hours per year, but more importantly reduce security risks."

- Hardik Zalawadia
Operations Manager, Certified Listeners Society

Security shouldn't be a manual chore.

We build automated account management systems that protect your organization around the clock.