What to do in Google Workspace when someone leaves
When a staff member leaves, their Google Workspace account holds email customers still reply to, files the business needs and access that should stop on their last day. Deleting the account straight away loses all of it. Leaving it running costs money and is a security risk.
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The short answer
On their last day, reset the password, sign them out of all devices and remove recovery options. Transfer their Drive files to a manager, keep their email (by converting the mailbox, forwarding it, or exporting it) and move their address to a group or alias so customers are not lost. Only then delete or downgrade the account so you stop paying for it.
Why order matters
Deleting a user in Google Workspace removes their mailbox and, unless transferred, their Drive files. There is only a short window to restore a deleted user. Securing the account first and moving data second keeps the business safe and keeps what it needs.
The offboarding checklist
Lock the account
Reset the password, sign the user out of all sessions and remove their recovery phone and email.
Remove devices
Wipe or remove company data from phones and laptops they used.
Transfer files
Transfer ownership of their Drive files to a manager, or move them into a shared drive.
Keep the email
Export the mailbox, delegate it to a colleague, or archive it, depending on how long you need it.
Keep the address working
Add their address as an alias or group on someone else so customer emails still arrive.
Stop paying
Delete the user or move them to an archive licence once data is safe.
Who this is for
- Businesses with someone leaving this week.
- Owners who have old accounts still running for people who left.
- Anyone writing a simple staff exit process.
How to run it
- Before the last day. Agree who takes over their files, email and customers.
- On the last day. Lock the account and remove devices.
- In the following week. Transfer files, keep the email and move the address.
- Then clean up. Delete or downgrade the account and record what was done.
How WaTo can help
- We set up and support Google Workspace for Adelaide businesses, from five users to fifty.
- We fix the problem and the setting that caused it, then explain it in plain English.
- Pay per job, or let us look after Workspace as part of ongoing support.
Staff leaving questions
Should I delete a Google Workspace account when someone leaves?
Not straight away. Lock it first, transfer their files and keep their email, then delete it once the data is safe.
How do I keep a former employee's emails?
You can delegate their mailbox to a colleague, export it, or keep it with an archive licence. Then add their address to a group or alias so new mail still arrives.
What happens to their Google Drive files if I delete the account?
They are deleted unless you transfer ownership first. Google lets you transfer them to another user as part of deleting the account.
Do we keep paying for an ex-employee's account?
Yes, until it is deleted or moved to a cheaper archive licence. Old accounts are a common hidden cost.
How WaTo can help with this
WaTo Consulting. Last reviewed 2026-10-05. Review when Google changes Workspace plans, prices or admin settings.
Someone leaving soon?
We can run the whole Google Workspace offboarding so nothing is lost and access stops on time.
Mon to Fri, 8:30am to 5pm
