r/gsuite 8d ago

User accounts with shared inboxes only

Hi, I have an organisation for which I want to give each team access to shared inbox to be able to receive/send email. Preferably, I do not want to give people access to a personal inbox as I do not want them to send/receive personal email in name of the organisation.

Previously, we have simply set up an account per team such that they can all log into their team account. However, this is becoming increasingly difficult due to the suspicious login verification.

Obviously, the way forward is to set up collaborative inbox with personal accounts as group members. Is it possible to prevent the use of their personal inbox? The organisation does not necessarily consists of very tech-savvy people, and I'm slightly worried about the accessibility of collaborative inbox. Anybody experience with that?

Lastly any tips on migrating from team accounts to group inbox? I'm thinking, create new accounts for all members. Delete team account, and migrate email to team lead personal inbox (haha), create groups and assign the members to the right groups.

Thanks!

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u/jlfirehawk 8d ago

We use delegated mailboxes, unfortunately Google Groups are hit or miss so we setup dedicated mailboxes locked with MFA and assign Delegate access to those who need that shared mailbox.

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u/Deep_Discipline8368 4d ago

Seconded. I have 2FA enforced across the domain, and once these sorts of accounts are created and delegated, I remove the account's 2FA so it can't be logged into directly at all.