What the Archive user feature does
When an email thread is added to Streak, the full contents are not copied to the Streak Server. Instead, the email's location in the owner's inbox is "bookmarked," and the latest version is retrieved when requested. If the thread is deleted by the owner (including via a Workspace admin deleting the Google account) or Streak loses access permission, the email contents will not be available.
This ensures that "boxed" threads within Streak pipelines remain visible and functional.
What our Archive user feature does is create a static copy of a users messages inside Streak. This copy allows Pro+ and Enterprise teams to preserve a former teammate’s emails and attachments while also removing the user from Streak and Google Workspace. However, it is important to note that this feature does not act as a comprehensive email backup and does not enable restoring emails to other platforms or applications.
Scope and Limitations of Streak Archives
While the Archive user feature ensures continued access to emails in Streak, it is limited to preserving "boxed" email threads associated with Streak pipelines. It does not store all emails or attachments from the user's account.
How does archiving users work?
We support a 1:2 ratio of paid:archived users. For each paid seat, you may archive up to two users (e.g., 6 paid seats → 12 archived users).
Once successfully archived, a user will be still visible on your teams page in the unpaid "Archive only" role. You can then remove/deactivate their Google Workspace accounts and your team will maintain access to emails and attachments inside Streak.
How to archive users in Streak:
Note: You can only archive users who still have an active Google Workspace account. If you've only recently suspended a user's Google account, your Google Workspace Admin will have up to 20 days to restore them back to an active user.
1. Navigate to the Home page by selecting "Home" from the left navigation menu or the Streak icon at the top of your inbox and click either the person or credit card icon in the top right corner to access the Billing and Teams page.
2. Find the team with users to be archived and click the “Contact us” link in the Archived Users section.
3. A member of our team will get back to you shortly and start your request.
Do Archived Users Get Billed?
No, archived users are not charged in Streak. When a user is archived, they are moved into an "archive role" that is specifically non-billable. This means that the email address is no longer a valid login.
How Does Archiving Users Impact Billing?
When users are archived, their active seats on the team are removed and reduces your team's bill. By archiving eligible users who are no longer using Streak, teams can manage their subscription costs more effectively and ensure they are only paying for the users who actively use the platform.
Related Notes
Once a user is archived, they will not be able to access Streak features or functionality from the archived account.
Archiving is a best practice for managing costs and maintaining an organized team roster.
Our archive user feature is available on our Pro+ and Enterprise plans. To upgrade your plan, follow these instructions.
For a full backup of your Gmail account and data, we recommend using the Google Takeout tool, which allows exporting emails, attachments, and account information for external storage or transfer.