Your client gave you a Google Workspace account. Here's how to keep its meetings straight

A Google Workspace account from a client is the client's account, lent to you for the length of the contract. It gets you into their meetings, documents and groups, and it stays under their control. This guide is for freelancers and consultants holding one or more client-issued Google accounts, with meetings on Google Meet and the occasional Microsoft Teams invitation from the client's partners. It covers setting the account up, sharing availability, finding the meeting link and leaving cleanly. Running several such accounts through one notetaker is the subject of one notetaker for every account you hold.

Whose account is it?

The client's. The account sits inside their Google Workspace organisation, and their administrator owns it in every practical sense: they can reset its password, suspend it, delete it, set its security rules and decide what it may connect to. Your name is on it; your control over it is borrowed.

That has two consequences. Nothing that matters only to you should live in it: your invoices, your own notes, your other clients' anything. And whatever you put into it, assume the admin can see. That is not suspicion. It is how a work account is meant to work, and the same rules apply to their employees.

How should you set it up on your own computer?

Give the account its own browser profile, named and coloured for the client. A profile has its own cookies and its own signed-in Google account, so every link opened inside it resolves to the right calendar, the right documents and the right identity in Meet. The colour of the window frame tells you which client you are being before you type anything.

Signing every account into one profile and switching with the account menu fails in small ways: documents open under the wrong address, you request access to something you already have, and you join a client's call as someone else. When a link opens in the wrong profile, copy it into the right one. Managing several Google accounts as a freelancer covers the habits around this, from notifications to timezones.

Can you connect apps, including a notetaker, to a client's account?

Usually, but the decision is the client's. Some Workspace admins restrict which third-party apps can be connected, and then nothing outside their approved list works until the admin allows it. Even where nothing is blocked, the calendar holds the client's meetings, so ask before connecting anything to it.

For a notetaker, ask a second question as well: are they happy for a bot to join their calls? Name it in the conversation, and in the invitation where you can. A meeting can also be set up so that people outside the organisation have to ask to join, or cannot join at all. The bot is an outsider even when you are not, so a meeting you walk straight into may leave it in the lobby, or outside. Whether a notetaker can join a meeting you do not host explains how admission works.

How do you share your availability without merging calendars?

Share free/busy, not details, and only in the direction the client allows. Your other clients need to see that you are busy at 10:00. They do not need to know who with.

Two directions matter:

Direction	Why it matters	How
Client account → your main calendar	So you see your whole week in one place	Share or subscribe the client calendar to your main account at free/busy level, if their settings allow it
Your other work → the client account	So their staff do not book you over another call	Add blocks to the client calendar titled "Busy" or "Unavailable", with no client name and no link

What to avoid is copying events in either direction. A copied event is a snapshot: it does not move when the organiser moves the original, so it is wrong the first time the meeting changes. It also takes the client's meeting details out of an account they control and into one they do not, which some contracts forbid outright.

Where does the Meet link hide in a client's invitation?

In one of three places: the Join button on the event, the location field, or the free text of the description. Meetings created inside the client's own calendar usually carry the link behind the Join button. Invitations from the client's partners, or forwarded from another system, often carry it only in the description, and those are frequently Microsoft Teams calls rather than Meet.

Join from the client's profile, not from your personal one. As a member of their organisation you usually walk straight in; from another account you may have to ask to join and wait to be let in. If an event has no link an hour before it starts, ask the organiser.

What happens to the account when the contract ends?

The client switches it off, usually without telling you first, and its mail, files and calendar go with it. That is their right, and it is why you plan the exit from the first day rather than the last.

A short checklist for the final week:

• Agree with the client what you keep: typically the contract, invoices and hand-over notes, not their documents.
• Disconnect any app you connected to the account, notetaker included, before the account goes.
• Switch off anything still scheduled from that calendar, such as a bot booked for next week's call.
• Remove the account from your browser profiles and your phone.
• Decide what happens to recordings and notes held outside their account, and do it. Keeping client meeting notes separate makes the case for deleting rather than archiving.

How does TrackHeros handle a client-issued Google account?

You connect it to that one client and nothing else. On the client's page in TrackHeros, choose Connect Google and pick the client's account when Google asks which one. TrackHeros asks for your sign-in address and read-only access to the calendar; nothing reads mail, files or contacts. If the admin restricts third-party apps, they need to allow it first.

From then on, every event on that account's primary calendar carrying a Google Meet or Microsoft Teams link is filed under that client, as far as about two months ahead. Reschedules move the bot and cancellations cancel it, without you opening the calendar. The bot joins about two minutes early under the name you set for that client, does not need to be the host, and waits in the lobby to be admitted. The account belongs to exactly one client, enforced in the database, so its meetings cannot be filed anywhere else: see client workspaces that never mix.

The unified calendar shows that client's meetings beside those from your other accounts, each labelled by client. Edits still happen in the client's Google Calendar, where the invitation lives.

What happens in TrackHeros when the contract ends?

Disconnect the account from the client's page. Calendar sync for that account stops and TrackHeros revokes its Google access; your other accounts are untouched. Meetings already recorded stay filed under the client.

Upcoming meetings already synced from that calendar are not cancelled by disconnecting. Their bots stay scheduled and no longer follow reschedules, so switch auto-join off for any that remain. If the client switches the account off before you disconnect, TrackHeros can no longer reach the calendar: the client page shows "Reconnect needed" and that account's sync stops.

To remove the client's meetings as well, delete the client workspace. It asks you to type the client's name, then removes that client's recordings, transcripts and notes, including the copy held by the meeting-bot service, and leaves every other client as it was. What we promise about your data is on the privacy section of the homepage.