What to do with a Google Workspace account when staff leave

When a staff member leaves, reset their password and suspend the account first, transfer their Drive files and Calendar events to a manager, then delete the user only once that data is safely moved.

1. Reset the password and suspend the account. In the Admin console go to Directory > Users, open the leaver’s account, click Reset password (see reset a user’s password), then click Suspend user. This blocks sign-in immediately without touching their files yet.
2. Transfer Drive files. Go to Apps > Google Workspace > Drive and Docs > Transfer ownership. Enter the leaver as the From user and the manager as the To user, then click Transfer Files.
3. Transfer Calendar events. Go to Apps > Google Workspace > Calendar, click Event and Secondary calendar management > Events transfer, enter the leaver’s username, check Transfer events to other user, enter the manager as the new owner, and click Transfer Events. Only future events with guests move across. Past events, private events and secondary calendars do not.
4. Delete the user. Once Drive and Calendar data have moved, go to Directory > Users, select the leaver, and click Delete user.

A suspended account still uses a paid licence, charged at the same rate as an active one. Deleting the user frees that licence so you can add a new hire on the same seat without buying more. If you want fewer licences overall instead, that has to go through Office Niaga at renewal.

Right after deleting, add the old address as an alias on the manager’s account so customer emails keep arriving. Move quickly: you only have 20 days to recover a deleted user. For a mailbox on Office Niaga Mail, follow When a staff member leaves instead.

Still stuck

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Common issues

Does a suspended Google Workspace account still use a licence?

Yes. A suspended account is charged at the same rate as an active one, so suspending a leaver does not free up the licence on its own. You only get the licence back to reuse when you delete the user, or when Office Niaga reduces your licence count at renewal.

Can I keep receiving the leaver's emails after deleting them?

Yes. After you delete the user, add their old address as an alias on the manager's account so incoming emails land in the manager's inbox instead of bouncing.

How long do I have to undo a mistaken deletion?

Google gives you 20 days to restore a deleted user and their data. After that window, the account and everything in it is gone for good.

Related articles

• Add a new staff member to Google Workspace
• Rename a Google Workspace user or add an email alias
• Add licences, upgrade your plan or renew Google Workspace