Deprovision Users



  1. Choose who you will Deprovision
  2. Begin Deprovision Process
  3. Add Account Executor
  4. Directory Listing
  5. Change Password
  6. Auto Reply
  7. Email Delegates
  8. Drive, Sites, Calendars
  9. Group Ownership / Membership
  10. My Checklist
  11. Archiving
  12. Suspend
  13. Wrap-up

Deprovision User is a wizard that guides you through the necessary steps to ensure that you have not overlooked any steps when deprovisioning and deleting a user on your domain. It will help you address important parts of the process like passwords, email delegation, asset ownership, groups membership, as well as customizable personal checklists.

Currently, the process of deprovisioning a user is not currently an easy or organized process offered in the Google Control Panel. We've made this process easy to follow and it ensures that no tasks are left behind. This process is best started at the time when it is decided that you are going to delete a user account. This can be done days, weeks, or months in advance.

Deprovisioning a user includes all the important steps necessary on the path to deleting a user. You can find the deprovision user tool under either the Directory or Tools menus:

Step 1: Choose who to Deprovision

After clicking “Deprovision User” you will be prompted to enter the name of the user you would like to deprovision:

Step 2: Begin Deprovision Process

Next, you will be prompted to begin the Deprovisioning Process:

Step 3: Add Account Executor

Adding an executor is optional: it can help you quick-fill a single new owner to designate this user's memberships and data to. You may also choose a user to receive email updates on the deprovision process.

Step 4: Directory Listing

Do you want to hide this user in the directory so other users can not see their contact information?

Step 5: Change Password

Would you like to reset the users password to prevent them from logging into their account?

Step 6: Auto Reply

Would you like to set up an auto reply for when this user is emailed, to let others know that the user is no longer with the organization?

Step 7: Email Delegates

Under the Auto Reply tab, there is a tab that allows you delegate the deprovisioned user's inbox to another user.

Step 8: Drive, Sites, Calendars, and Apps

This step allows you to transfer ownership of the user’s Drive contents, Sites, and Calendars and revoke any third party apps and app specific passwords.

Step 9: Group Ownership and Membership

This allows you to transfer their group ownerships and/or memberships to other users.

Step 10: My Checklist

This step includes a customizable checklist that is specific to your domain, to ensure that you have taken all the necessary steps outside of BetterCloud for terminating a user, such as retrieving any company property. Changes that you make and save to your checklist will be reflected in future deprovisions.

Step 11: Archiving

For archiving and backup purposes, you are given the option to export details from the user’s account using a free external tool called Google Takeout. Other external archiving services, such as Google Vault and Backupify, are also available for purchase through their own sites.


Step 12: Suspend

You are given the option to either suspend the user’s account or keep it active for the time being.

Note: You must wait until all ownership transfers of Docs, Sites, Calendars, and Groups have been completed before suspending the user; suspending a user's account will interfere with transfer processes and cause them to fail.  

Step 13: Wrap-up

Here you will be able to review all the previous steps in the deprovisioning process, and either delete the user account or set a calendar reminder for yourself to delete the user account at some point in the future.

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