Manage Calendar events for former users

As a G Suite administrator, you can manage Google Calendar events of former users. If their account is deleted or suspended without taking steps to manage calendar events, this can leave behind orphaned Google Calendar events. You can prevent the occurrence of orphaned calendar events in the following ways:

Transfer events when deleting a user
When you delete a user, you can transfer their future events to a new owner, such as the former user’s manager. This ensures that important future events aren’t missed.
  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Users.
  3. (Optional) To delete a single user, do the following:

    • In the Users list, find the user.
    • Hover over the user you want to delete and click More and then Delete. (You can also find this option at the top-left of the user's account page, under More.​)
  4. (Optional) To delete multiple users, do the following:

    • Check the box for each user you want to delete in the Users list.
    • At the top of the page, click Delete selected users.

      Tip: If all users belong to the same organizational unit, select it on the left to find the users more easily. (You can click Open at the upper left to see the organizational tree.) Or, if the users are in different organizations, on the left, select Users from all organizational units.

  5. If you're a delegated admin (not a super admin), check the boxes to confirm you understand the impact of deleting the account.
  6. (Optional, for super admins only) In the Delete users box next to Calendar, check the box. You can also choose to release resources such as rooms and equipment.
  7. In the Transfer to section, search for a user account by entering the first few characters of the user's name or email address. When you see the account you want, select it.
  8. Click Delete User or Delete Users.
  9. If necessary, delete the user from your Gmail contacts list.

When the event transfer is finished, a new secondary calendar with the Transferred from user@domain.com name appears in the calendar list of the new owner. This calendar contains the events of the former user.

Note: Only future, non-private events (with at least 1 guest or resource) from primary calendars are transferred. Future private events are canceled so that orphaned events don't stay in resources and other user's calendars. If you don’t need to maintain the user’s data, then cancel all of their future events. Secondary calendars and events are not transferred.

Transfer events when suspending a user
After you suspend a user, you can transfer their future events to a new owner (for example, the former user’s manager). This ensures that important future events aren’t missed.
  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenG Suiteand thenCalendar.
  3. Click Manage Events.
  4. Under Event Cancellation / Transfer, in the User text field, enter the source user (for example, the former employee) whose events need to be transferred.
  5. Select Keep user’s future events and Transfer Events to.
  6. (Optional) Select Release Resources to release calendar resources that are booked from a user’s future events. 
  7. In the text field that follows, enter the destination user who will become the new owner of the source user’s future calendar events.
  8. Click Transfer Events.

When the event transfer is finished, a new secondary calendar with the Transferred from user@domain.com name appears in the calendar list of the new owner. This calendar contains the events of the former user.

Note: Only future, non-private events (with at least 1 guest or resource) from primary calendars are transferred. Future private events are canceled so that orphaned events don't stay in resources and other user's calendars. If you don’t need to maintain the user’s data, then cancel all of their future events. Secondary calendars and events are not transferred.

Release resources former users booked

When a user leaves your organization and their account is either active or suspended, you can release resources booked by that user and make them available for use by others in the organization.

Note: You can't release resources for deleted accounts.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenG Suiteand thenCalendar.
  3. Click Manage Events.
  4. Under Event Cancellation / Transfer, in the User text field, enter the source user (for example, the former employee) whose events need to be transferred.
  5. Select Keep user’s future events and Transfer Events to.
  6. Click Release Resources

The Release Resources operation starts approximately 10 minutes later and may last 15 minutes. You can trace each release resource operation in Google Calendar audit logs.

Cancel a former user’s events

If you don’t need to maintain a former user’s data and their account is either active or suspended, you can cancel all their future events. Canceling a former user's future events ensures those events won't be orphaned if the user's account is deleted.

Note: You can't cancel future events for deleted accounts.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenG Suiteand thenCalendar.
  3. Click Manage Events.
  4. Under Event Cancellation / Transfer, in the User text field, enter the source user (for example, the former employee) whose events need to be transferred.
  5. Check Cancel user’s future events.
  6. Click Cancel future events

The cancellation process starts approximately 10 minutes later, and can last  up to 15 minutes. Event cancellation notifications aren’t sent to avoid spamming event guests. You can trace each event cancellation operation in Google Calendar audit logs.

Note: You can’t undo this operation. If you delete a user’s future events by mistake, then you can restore those events from the user’s calendar’s trash.

Automatically cancel deleted user events

If you don’t need to maintain a former user’s data, then you can opt-in to automatically cancel their future events, which will also prevent orphaned events.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. From the Admin console Home page, go to Appsand thenG Suiteand thenCalendar.
  3. Click Manage Events.
  4. Under Events of deleted users, select Silently cancel future events of deleted users.

Google Calendar will automatically cancel all future events for all users you delete in your domain. The event cancellations will occur 21 days after a user gets deleted, and they will not trigger a notification to prevent mass emails. You can trace each event cancellation in Google Calendar audit logs.

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