Mint Partnership | Masters Events | Common Threads
Click any phase to expand the detailed steps
1
Discovery & Audit~2 weeks
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Send a staff audit form to all employees across all organizations
Collects: which Google account they use on their work email, whether it holds personal data, what Google services they use (Analytics, Drive, etc.)
Inventory all Google properties (Analytics, Search Console, Ads, Business Profile) and identify who owns each one
Audit current DNS records for all domains
SPF, DKIM, DMARC, MX records — baseline before any changes
Map email-sending services (ActiveCampaign, HubSpot, any others) and their DNS requirements
Catalog SharePoint/OneDrive contents and shared drives to estimate migration scope
Document Teams usage: channels, integrations, shared files, anything that needs a Google equivalent
2
DNS & Email Prep~1 week
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Lower DNS TTLs across all domains
Reduces propagation time when we eventually switch MX records
Pre-configure DKIM keys in Google Admin Console (without activating)
Draft new SPF records that include Google + ActiveCampaign + HubSpot
Check for the 10 DNS lookup limit — use SPF flattening if needed
Prepare DMARC policy (start with p=none for monitoring)
Test email delivery from Google Workspace to external addresses before cutover
3
Workspace Setup & Account Resolution~2-3 weeks
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Sign up for Google Workspace on the primary domain
Verify all domains via DNS TXT records
Email still flows through Microsoft at this point — mail delivery untouched
Check the Admin Console's Transfer Tool for the authoritative list of conflicting accounts
This shows exactly who has an unmanaged Google account on each domain, regardless of what they reported on the form
Transfer ownership of business-critical Google properties (Analytics, Search Console, Ads, Business Profile) to a company-controlled holding account
Must happen before any personal account gets resolved
Create Workspace accounts immediately for everyone without a conflicting account
Pilot the resolution process with 1 user (likely Steve)
Walk through it end-to-end, verify the new account works, refine instructions for everyone else
Transfer (default path)
Account is absorbed into Google Workspace. The user keeps their existing data (Drive files, contacts, calendar) and the account becomes company-managed.
What the user does: accepts a transfer invitation email, confirms they want to join the organization.
Trade-off: the company admin gains visibility into the account, including any personal files that were stored there. Best suited for accounts that were primarily used for work.
Click for details
Rename (fallback path)
User moves their personal Google account to a new email address (e.g. their personal Gmail), freeing the corporate address for a fresh Workspace account.
What the user does: changes the email on their personal Google account to a non-corporate address, then receives a new Workspace account on their work email.
Trade-off: any client-shared Google Drive folders linked to the old account remain accessible from the renamed (now personal) account. This "shadow access" needs to be cleaned up manually.
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Both paths complete → remaining accounts created → continue
Configure Security & Organization
Set up organizational units (one per entity, or by role)
Enforce 2FA with a ~2-week grace period for users to set it up
Create Google Groups for team distribution lists
Configure email routing rules and aliases
4
MX Cutoverone domain at a time
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Switch MX records for the first domain to point to Google
From this point, new email for that domain arrives in Gmail, not Outlook
Monitor delivery for 24-48 hours — check both Google and Microsoft inboxes
Activate DKIM signing for the domain
Verify ActiveCampaign / HubSpot email delivery still works with updated SPF
Repeat for second and third domains once stable
5
Data Migration~1-2 weeks
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Migrate email archives from Exchange Online to Gmail
Using Google's data migration tool — preserves folder structure as labels
Migrate OneDrive contents to Google Drive
Migrate SharePoint document libraries to Shared Drives
File permissions and version history may not transfer perfectly — documented upfront
Migrate calendar events (Exchange → Google Calendar)
