Discussion on:

Manage staff transition in Google Apps: A 10 step checklist

Managing the outgoing and incoming of users takes effort no matter what platform your organization is using. What procedures have you developed for making user transitions with Google Apps?

Really great piece. Thank you!

Usually the person leaving will be replaced by someone with the same responsibilities, in which case it can be a simple matter of renaming the account username. The new member of staff can then just carry on where her predecessor left off. You should also rename the calendar and obviously change the password. I also wipe the phone just incase the old staff member tries to take a peek at her account after leaving. #10 happens automatically.

Yes, simply renaming a user can be the simplest option! If there's a 100% swap of responsibilities, then the user rename makes sense.

But I've run into plenty of situations where duties are split, as well as user accounts that have a mix of personal and professional information -- especially with calendars and email.

Thanks for reading and responding!

--Andy

Nice checklist, but it needs updated - even with POP/IMAP enabled for the domain, there's no longer a tab with "Forwarding" options

The only workaround I can come up with is changing the password for PersonLeaving and having Successor (or supervisor) access the mailbox directly - this would be for a limited time, since you don't want to tie up a user license indefinitely.

And in my firm, the supervisor generally wants a copy of the entire mailbox (of PersonLeaving), so we're going to have to come up with a way to generate that - when we were running Exchange, we just connected Outlook to the mailbox and exported everything to a PST file. Now it looks like we'll need to use the Google Apps Sync for Outlook to do the same thing.

Came across this thread, and thought maybe you know.

I'm in a bit of a situation, I have had Google Apps Premium user since 2008, i'm not a business, but I found the Google apps offering to be ideal for a family to manage it's online identity.

The thing is, that for some reason my Google Apps account was created as being US based back in 2008, I honestly do not remember how, my guess is that Sweden was not an option back then.
Anyway, recent changes in Google apps billing system has put me in a dilemma, I needed to verify my billing account, and it is locked to US.
I been in contact with the Google Apps premium support, and they tell me there is no way of changing the country of the account, only option is to create a new Account.
I find already this to be odd, what if a company is bought by another Company who resides in a different country? Oh well, they created a feature request, but that still leaves me in the dilemma.
We have everything Google, linked to the Google Apps user accounts, I mean everything, Picasa, Youtube, Plus, Mail, Latitude, Purchase History, not to mention all third party things that link to your Google Apps user account. Well you get the idea.
How do you migrate all this?

The rep I spoke to talked about CSV files, but that is only the user, what about all the rest?
He could not give me an answer, but promised to look into it.

What I find surprising is that they don't have a way to migrate a user, or a large amount of users.
I mean companies merge, and move all the time, how can they not have encountered this before?
Let's say you have Company A, and Company B, They both use Google Apps. Company A buys Company B, and now all users have to migrate over to a new Company C. Do Google actually expect that the users loose everything, I mean it is not only mail, documents and calendars that make up your Google identity?