Migrate from Google Workspace

This guide moves the shared-email side of Google Workspace — addresses such as support@acme.com, sales@acme.com, and info@acme.com — into Repliqo without losing history or dropping a single message.

Repliqo replaces shared mailboxes, Google Groups used as team inboxes, filters, and canned responses. It does not replace Drive, Calendar, Docs, or personal firstname@acme.com mailboxes; most teams keep Google Workspace for those and migrate only shared email.

Pick a migration path

The phases build on each other. Do Phase 1 first even if your goal is a full cutover — it imports history, gets the team working in Repliqo, and acts as a safety net while DNS changes propagate later.

Before you migrate

Spend fifteen minutes on inventory. Most migration pain comes from an address nobody remembered.

1. List every shared address in the Google Admin console: user mailboxes used as shared inboxes, aliases under Directory → Users → user → Alternate email addresses, and Google Groups under Directory → Groups. Note which addresses receive real external mail and which are internal-only.
2. Note who answers what. You will recreate this as Repliqo inbox access per teammate.
3. List Gmail filters, canned responses, and vacation responders on each shared mailbox. You will recreate these as Repliqo views, snippets, and automations.
4. Record your current DNS. Export or screenshot the existing MX, SPF, and DKIM records for your domain before changing anything. This is your rollback plan.
5. Check your plan's verified-domain allowance under Settings → Domains if you plan to add more than one domain in Phase 2 or 3.

Phase 1: Run Repliqo alongside Google

Nothing about mail delivery changes in this phase. Google still hosts every mailbox; Repliqo syncs them and becomes the place your team reads, assigns, and replies.

1. Connect each shared mailbox

For every shared address backed by a real Google mailbox, follow connect Gmail:

1. Sign in to the Google account that owns the mailbox.
2. Open Settings → Connected accounts → Google and select Connect Gmail.
3. Approve access and wait for the status to become Connected.

If your organization restricts third-party OAuth apps, a Google Workspace admin must first allow Repliqo under Admin console → Security → API controls → App access control.

2. Import history

On each connected account, select Run backfill. Backfill queues a historical import that runs separately from ongoing sync, so new mail keeps arriving while older conversations are imported. Deep mailboxes can take a while — start backfill early and let it run.

3. Handle Google Groups

A Google Group such as support@acme.com is a distribution list, not a mailbox, so it cannot be connected with OAuth. Choose one:

• Convert it to a mailbox. Delete the group, create a licensed user with the same address (or add the address as an alias on an existing shared mailbox), then connect that mailbox to Repliqo. Cleanest result: Repliqo replies send from support@acme.com.
• Keep the group and route it into Repliqo in Phase 2. Add the Repliqo-hosted address as an external group member so the group delivers a copy of every message into Repliqo. Replies then send from the Repliqo-hosted address, not the group address.

4. Invite the team and mirror access

Follow team roles and inbox access. Give each member access to the inboxes matching what they handled in Gmail, and keep admin access limited to the people who managed the Google side.

5. Recreate your Gmail workflow

6. Move daily work into Repliqo

Have the team work exclusively in Repliqo for one to two weeks. Because Gmail archive and trash stay in sync, nothing breaks if someone occasionally falls back to Gmail — but the goal is that nobody needs to. When conversations are being assigned, answered, and closed in Repliqo without anyone opening Gmail, Phase 1 is done.

If side-by-side is your end state, stop here. You have migrated the workflow without touching DNS.

Phase 2: Move addresses to a Repliqo-hosted domain

In this phase Repliqo starts hosting the shared addresses on a dedicated subdomain, while Google keeps receiving mail for the root domain and for personal mailboxes.

1. Add and verify a subdomain

Follow connect a custom domain with a subdomain such as inbox.acme.com. Using a subdomain keeps the root domain's MX records — and therefore all existing Google mail — untouched.

2. Create the matching inboxes

After the domain shows Verified, create an inbox for each shared address from your inventory: support@inbox.acme.com, sales@inbox.acme.com, and so on. Send a test message to each and confirm it arrives.

3. Forward Google mail into the new inboxes

Keep the old addresses alive and route their mail to Repliqo during the transition:

• Per-mailbox forwarding: in each shared Gmail mailbox, open Settings → Forwarding and POP/IMAP → Add a forwarding address and enter the matching Repliqo address. Google emails a confirmation code to that address — it arrives in the Repliqo inbox, where you can open it and confirm. Then enable forwarding, choosing whether Gmail keeps or archives its copy.
• Google Groups: add the Repliqo address as a member of the group (Admin console → Directory → Groups → group → Members). Allow external members in the group's settings if prompted.
• Many addresses at once: a Google Workspace admin can use Admin console → Apps → Google Workspace → Gmail → Routing to add recipients or redirect matching addresses.

Once forwarding works, disconnect or stop working the old Gmail-connected inboxes in Repliqo so each conversation lives in exactly one inbox — otherwise forwarded mail appears twice, once in the connected Gmail inbox and once in the Repliqo-hosted one.

4. Update the world

Replies from a Repliqo-hosted inbox send from the new address, so move public touchpoints over deliberately:

• Website contact pages, footers, and contact forms.
• Email signatures, auto-replies, and out-of-office messages that mention the old address.
• CRM, billing, and support tools that send to or from the shared address.
• Marketplace listings, app store contacts, and social profiles.

Keep the Google-side forwarding in place for at least 30–90 days so mail sent to the old addresses keeps arriving while the world catches up.

Phase 3: Full cutover of the root domain

Skip this phase if you are keeping Google Workspace for personal mail. Phases 1 and 2 are a complete migration for shared email.

1. Prepare

1. Confirm every address from your inventory — including aliases — has a corresponding Repliqo inbox planned on the root domain.
2. At your DNS provider, lower the TTL on the existing MX records to the minimum (300 seconds is typical) at least a day before the cutover, so the switch propagates quickly and rollback is fast.
3. Export any personal Google mailboxes you are retiring with Google Takeout or Admin console data export.
4. Keep the Phase 1 Gmail connections active. During propagation some mail still lands at Google, and the connected accounts sync it into Repliqo so nothing is missed.
5. Schedule the change for a low-traffic window.

2. Cut over

1. In Repliqo, open Settings → Domains → Add domain and add the root domain, such as acme.com.
2. At your DNS provider, publish the generated records, replacing Google's MX records (smtp.google.com or the legacy aspmx.l.google.com set) with the MX records Repliqo generates. Keep your exported copy of the old values.
3. Select Verify domain and wait for Verified. See domain troubleshooting if it stays pending.
4. Immediately create the root-domain inboxes for every surviving address.
5. Send test messages from an external account (not one on your own domain) to each address and confirm they arrive in Repliqo, and that replies send correctly.

3. Decommission Google

Only after mail has flowed through Repliqo cleanly for the full transition window:

1. Remove the Phase 2 forwarding rules and routing entries — they now point at addresses Repliqo already receives directly.
2. Disconnect the Gmail accounts in Settings → Connected accounts. Imported conversations remain in Repliqo.
3. Downgrade or remove Google licenses you no longer need. Keep Google Workspace if you still use Drive, Calendar, or Docs — removing mail routing does not require cancelling the subscription.
4. Keep your DNS export and Takeout archives somewhere durable.

Rollback

If something is wrong after cutover, restore the original Google MX records from your export at the DNS provider. With the lowered TTL, delivery returns to Google within minutes to an hour, and the still-connected Gmail accounts resume syncing that mail into Repliqo while you diagnose.

Success looks like

• Every shared address from your inventory receives mail in exactly one Repliqo inbox.
• Test messages from an external account arrive, and replies send from the expected address.
• The team assigns, answers, and closes conversations in Repliqo without opening Gmail.
• Filters, canned responses, and responders have Repliqo equivalents as views, snippets, and automations.
• You hold a dated export of the pre-migration DNS records.

Common problems

• A Google Group cannot be connected: groups have no mailbox. Convert the group to a mailbox or route it into a Repliqo-hosted address as described in Phase 1 and Phase 2.
• Gmail's forwarding confirmation never arrives: confirm the Repliqo inbox exists and receives a plain test message first, then re-add the forwarding address.
• Conversations appear twice: the same mail is arriving through both a connected Gmail account and forwarding. Disconnect or stop forwarding into one of the two.
• Mail to an old address bounces after cutover: the address has no Repliqo inbox. Create it on the root domain, or restore forwarding until it exists.
• Root domain stays Pending DNS: work through domain troubleshooting — most cutover failures are host-formatting or propagation issues.
• OAuth connection blocked by the organization: a Google Workspace admin must allow Repliqo under Security → API controls in the Admin console.

Next steps

• Work the conversation queue.
• Set up automations to replace your old Gmail filters.
• Create saved searches and views for each queue the team monitors.