Google Workspace allows administrators to control user permissions, monitor certain activities, and restrict or change permissions as needed. In doing so, admins can keep their Workspace system safe for users and data so teams can focus on working efficiently.
One essential function admins have is to suspend Workspace users. A suspension refers to temporarily disabling a user's account to prevent them from accessing the team's Google Workspace environment and its services.
There are many reasons why an organization may suspend a user, including:
- Security concerns, such as suspicious or unauthorized activity.
- Violation of company policies or terms of service.
- Unproductive behavior or poor performance.
- Loss of employment or change in job responsibilities.
- Temporary deactivation for maintenance or troubleshooting purposes.
Steps to Suspend Google Workspace Users
If you need to suspend a user in Google Workspace, here are the steps to take.
- Sign in to the Admin console. You must be an administrator to perform this function.
- In the Admin console, go to Menu, then "Directory," then "Users."
- In the Users list, find the user. If you need help, go to Find a user account.
- Hover over the user you want to suspend and click "More options" then "Suspend user."
- To confirm, click "Suspend."
What Happens to a Suspended Users Account?
Once you've suspended a user, here is what happens to their account and data:
- Workspace Access: Workspace services (such as Gmail and Drive) are unavailable to the user.
- Files and Calendars: All events created by the user remain visible on invitees' calendars. The user's Google Workspace data, including all file types, Gmail, and calendar data (except for shared calendars) is unavailable to the user. For certain data, you can transfer ownership to another user.
- Brand Account: If your organization uses a Brand Account, any assets owned solely by one user, such as Google My Business listings and YouTube channels, are unavailable to the user. If there are other owners, the assets are transferred to another owner’s Google Workspace account.
- Sites Pages: Pages created by the user are unavailable to the user. Admins can remove the sites.
- Google Vault: The user's Vault data is unavailable to the user, regardless of any retention settings or holds that might be in effect.
- Google Play: The user's Google Play developer account is unavailable to the user. You can transfer some apps to another developer account.
- Google Keep: The user’s Keep notes are unavailable to the user, however, shared Keep notes are still available to collaborators.
Reinstating Google Workspace Users
Sometimes, an administrator might need to reinstate a previously suspended Google Workspace user. To do this, follow these steps:
- Sign in to the Admin console with your permissions.
- Go to Menu, then click "Directory," then "Users."
- Above the Users list, click "Add a filter" and choose a User status.
- Check the suspended box and click "Apply."
- In the Users list, hover over the suspended user and click "More options." Then, click "Reactivate."
- To confirm, click "Reactivate."
Get More Workspace Help with Promevo
If you're an administrator looking to get more out of Google Workspace, Promevo can help. As a certified Google partner, our team has expertise in Workspace management, ChromeOS, Google Cloud services, Google for Education, and more.
Whether you need to solve a pain point or seek customized help with Workspace, contact Promevo today.
FAQs: Suspend Google Workspace Users
Why should I suspend a user instead of deleting their account?
Suspending users in Google Workspace temporarily restricts their access to services while retaining their data and profile information. This action is useful when a temporary restriction is needed, such as during an investigation or if the user is on leave.
Deleting a user, on the other hand, permanently removes their access and data. This action should only be undertaken if the user is no longer part of your organization.
What happens to a user's data when their account is suspended?
When a user is suspended, their data remains accessible to administrators and certain delegated users, depending on your organization's settings.
The suspended user will not have access to their data until they are reinstated.
Can a user still access their email while suspended?
No, a suspended user cannot access their email, as their Google Workspace account is disabled for all services.
Only the administrator or users with the necessary permissions can access the suspended user's email if needed.