How do I find Google Workspace seats nobody is on?
Google charges per active seat, and seats stay active until you manually suspend or archive them. A twice-yearly cleanup often returns more than a full tier discussion.
Try this first
- 1Open admin.google.com, go to Reports, User reports, Account activity and sort by Last sign-in.
- 2Filter on users without activity in the last 60 or 90 days, export that list to a sheet.
- 3For ex-employees: set the account to Suspended and archive the mailbox if you still need data, or use an Archived User license if that is cheaper than an active seat.
- 4Only delete truly redundant accounts after a waiting period of for example 30 days, otherwise you lose Drive and mail content by accident.
When to bring us in
If you want a cleanup round with proper archiving and no data loss, we can guide the process.
See also
- New hire has an account but cannot reach Outlook or TeamsAn M365 account without a license is an empty shell. Assigning takes a few clicks, but picking the right plan pays off long-term.
- Employee left, but their email must be retainedPulling the license straight away starts a 30-day timer on the mailbox. The right route keeps access to the mail without paying for the license.
- We pay for licenses nobody usesBetween leavers, duplicate plans, and test accounts there is often 10-20% wasted license spend. A usage report exposes it fast.
None of the above fits?
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