When a staff member leaves

Q: Can I keep ahmad@ working after I delete Ahmad's account?

Yes. Create an alias (/alias-mailing-list/) with the same name pointing to a colleague's mailbox as soon as you delete the user, so mail does not bounce in the gap.

Updated 23 September 2026For SmarterMail Build 7692

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As the domain admin, do these steps in this order when a staff member leaves, so you do not lose customer emails or lock anyone out too early. Using Google Workspace instead? See What to do when staff leave in Google Workspace.

1. Change the password right away

Reset the user’s password as soon as the staff member leaves. Apps using the old password can no longer sign in, so they lose access as each device tries to reconnect.

2. Redirect new mail

Log in to webmail as the staff member, using the new password from step 1, or open their mailbox from your admin account with Impersonate User. Set an autoresponder to tell senders they have left, forward new mail to a colleague, or both.

3. Keep old mail and contacts

Still in that account, share the mailbox with a colleague if they need old conversations, and export the contacts. Sharing only gives access, so ask the colleague to move anything they need into their own folders before the next step.

4. Delete the account

Log in with your domain admin account, click Domain Settings, then Accounts, tick the user and click Delete. This also stops the forwarding and autoresponder from step 2, and removes the shared mailbox from step 3.

5. Keep the address working (optional)

To keep ahmad@yourcompany.com working, create an alias with the same name pointing to a colleague’s mailbox right after you delete the user.

Common issues

Can I keep ahmad@ working after I delete Ahmad's account?

Yes. Create an alias with the same name pointing to a colleague's mailbox as soon as you delete the user, so mail does not bounce in the gap.

Does changing their password stop their phone and laptop from checking mail right away?

Apps using the old password can no longer sign in, so access stops as each device tries to reconnect. This can take a little time rather than happening the instant you change it.

What happens to their old emails if I just delete the account?

They are deleted for good, including anything shared with a colleague. Ask the colleague to move anything they need into their own folders before you delete the user.

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