At HiView, we receive frequent requests from Workspace customers wanting to know more about our Workspace to Workspace migrations – consolidating multiple Workspace accounts into one.
Customers often end up with multiple paid Workspace accounts for a variety of reasons with the most common causes including:
- Acquiring new businesses over time
- Misunderstanding the restrictions between different Workspace instances
- Lacking the necessary guidance when initially setting up Workspace accounts to meet specific business requirements
Regardless of the reason for having multiple accounts to begin with, more times than not consolidating into one can yield more advantages than drawbacks and should be considered when reviewing your options.
Problems with managing multiple Workspace accounts →
Customers managing more than one Workspace account often run into the same issues that can cause unnecessary difficulties for Admins and End Users including (but not limited to):
- Issues with sharing files/permissions: When sharing files across different accounts, users will inevitably run into issues with external accounts not having the right level of access to view or edit files. This results in having to manually edit permissions on each individual doc, sheet, etc, in order to share files with others you may work with outside of your Workspace account’s domain.
- Added costs: Oftentimes customers end up paying for multiple licenses for one employee if that employee needs access to more than one of their Workspace instances. When this use case grows, and you are paying for redundant users for several employees, this cost multiplies and hurts your bottom line over time.
- Time consuming Admin tasks: Admins managing more than one Admin Console are required to log in to each of the separate accounts you may have when needing to add users, manage billing, change feature configurations, and offboard employees. When making any kind of change, more time is ultimately spent managing your Workspace accounts taking Admins away from higher priority tasks.
Benefits of consolidating →
- Cost Savings: Consolidating accounts provides customers with an opportunity to clean up users and only pay for 1 user for each employee regardless of how many email addresses they may need to send from. HiView also works to negotiate better rates for your Workspace licenses due to more discounting being available to customers who are bringing more users into the same single account during a consolidation.
- Easier Management: Issues around sharing permissions along with challenges managing configurations and onboarding users get resolved when all domains and users are being managed from one Admin Console. Whether you’re using Organizational Units to separate your different user groups or renaming users during this process, management becomes streamlined for Admins.
- Increased Security: With users only having one login to access data and with all Drive data being considered internal, unnecessary risks are reduced with one consolidated account. All data in Drive can be managed as company owned data, and external sharing policies can be put in place to protect data from being shared outside of any domains you own moving forward.
How to get started →
Having 10+ years of experience performing Workspace to Workspace migrations, our team can absolutely help with both the actual consolidation of multiple Workspace accounts and negotiating pricing for combined Workspace license quotes.
