Google Workspace offboarding checklist

Google Workspace is usually the most important account to get right, because it often also signs them into other apps. Do these in the Google Admin console, under Users. Menus change from time to time, so check Google’s own help for the current click path.

Track it in Handover

On their last day

Reset their password and sign them out of all sessions from their user page.
Suspend the user so they can’t sign in. Note that suspended users can still count toward your bill.
Remove their access on mobile devices from the devices section if they synced work email to a phone.
Check the apps they connected with “Sign in with Google” and revoke access tokens if needed.

Keep their email and files

Transfer their Drive files and other data to a teammate. Google offers this when you delete a user, and as a separate data transfer.
Set up email routing, an alias or delegation so customer emails still reach someone.
Move ownership of shared calendars and Google Groups they managed.

When nothing more is needed

Delete the user, or switch them to an archived user license if you must keep the data.
Record what you did and when.

Menus change. For current click paths, see the official help article.

Questions

Should I suspend or delete a Google Workspace user?

Suspend first to block access while you move their data. Delete later, once email and files have been transferred, to stop paying for the seat.