Set Up PTO Email Accounts, Shared Drives, and Board Handoffs

Congrats! You’ve made it! Google Workspace for Nonprofits has been activated for your group.

1. Confirm that your free nonprofit edition is active

You should have an email like this:

Click My account to open Google for Nonprofits. You should see Approved next to Google Workspace for Nonprofits and your group’s domain.

Next, click the link that says Sign into the Admin console. You’ll use the Workspace administrator account you created during setup, such as admin@jeffersonpto.org. This is a different login from the Google account you used to apply for Google for Nonprofits.

The first thing to check is that Workspace has you listed on the free nonprofit edition. You don’t want to be surprised and find out you’re still on a trial.

Open Billing → Subscriptions. In the example below, the subscription shows:

• Name: Google Workspace for Nonprofits
• Status: Active
• Payment plan: Free plan
• Payment due: Free edition (no charges)

Google’s labels may change, but the subscription should identify the nonprofit edition as active and at no charge. If it still shows a trial or a paid plan, use the subscription troubleshooting guidance before entering payment details or choosing an upgrade.

Your free nonprofit edition is active. Now you can set up the accounts and shared files your board will use.

2. Protect administrator access

A super administrator can manage Workspace users and settings. Have at least two current leaders with separate administrator accounts so one person is not the only way back in.

In the Admin console, open Directory → Users, select the second leader’s account, and assign Super Admin under Admin roles and privileges. Create their user account first if needed. Google’s administrator-role instructions explain the details.

Turn on two-step verification for both administrators and keep recovery information and backup codes in a secure, board-controlled location. These are operating recommendations, not eligibility requirements.

3. Set up the email accounts your group needs

Start with a few roles that handle lots of email, such as:

• hello@yourgroup.org
• treasurer@yourgroup.org
• fundraising@yourgroup.org
• volunteers@yourgroup.org

In the Admin console, use Directory → Users → Add new user to create an account with its own login, mailbox, and Drive access. Give the sign-in details securely to the person using it, then test sending and receiving mail. If incoming messages do not arrive, check Gmail delivery setup. See Google’s user-account instructions.

If you only need another address for an existing inbox, use an alias. If several people need to receive messages at one address, consider a Google Group. Neither requires everyone to share one password.

The next chair can inherit useful sponsor conversations, vendor contacts, and unfinished work through a role address. Keep final agreements and important decisions in the Shared Drive too, so they are easy to find.

4. Create a Shared Drive for board files

Each user has My Drive, where files belong to that account. Shared Drive files belong to the organization and remain when a member leaves.

I recommend starting with one Shared Drive for board files, with folders for governance, events, fundraising, sponsors, volunteers, and communications. Keep sensitive treasurer or governance records in a separate drive with restricted membership.

In Google Drive, select Shared drives → New, name the drive, and create it. Open Manage members to add the board’s Workspace accounts and choose their access levels. See Google’s Shared Drive setup instructions.

5. Forward mail from your old Gmail account

Keep families’ messages reaching you while you switch to the new address. In the old Gmail account, open Settings → See all settings → Forwarding and POP/IMAP (or Forwarding) and add the new Workspace address.

Confirm the verification email in the new inbox, then return to the old account to enable forwarding and save the change. Keep Gmail’s copy in the old inbox and send a test message. Google’s forwarding instructions walk through the steps.

Reply from your new Workspace address and update your website, forms, and signatures. You can allow a year or two for the transition, but keep the old account secure and check it periodically, including its spam folder. Gmail forwards new messages except spam; it does not move old messages or Drive files.

Preserve useful email history in the old account or export it before retiring the account. Move important files into the appropriate Shared Drive, testing a few first because ownership settings can limit direct transfers.

Keep a short handoff record of who uses each account, who manages the Shared Drives, which old inboxes forward mail, and where recovery information is stored securely. Review it when officers change: update access and recovery details, preserve needed records, and remove former officers’ access after the handoff.

6. Confirm that the system can survive turnover

The setup is ready when:

• The active subscription is Google Workspace for Nonprofits at no charge.
• At least two current leaders have separate super administrator accounts.
• Two-step verification is on for administrators.
• Public addresses send and receive mail correctly.
• Important email history remains accessible to the appropriate role.
• Institutional files are in Shared Drives with appropriate access.
• Old accounts and forwarding rules are documented.
• The board knows where recovery information and handoff instructions are stored.

If something is stuck, use Troubleshoot Google for Nonprofits and Workspace Setup. Otherwise, return to the Google for Nonprofits Playbook for the complete system.