My organization is just starting with Google Workspace -- we got access just a few hours ago -- and I'm trying to figure out how to plan out user administration stuff.

We're a non-profit with an elective board. Out of the eleven voting positions on the board, seven of them serve one-year terms. We'd really like to have accounts specific to the role in the organization, rather than the current incumbent.

For example, currently I am the president. In a few months, somebody else will be president. The year after that, somebody else will be president. Every year, we have a new president.

We'd like to have an account called [email protected] that gets passed from one president to the next. Each president should have access to the correspondence and documents of all the previous presidents. Anyone who sends email to [email protected] should be confident that it will be seen by whoever is the current president. We have six other positions that follow the same pattern (president-elect, past-president, the elected chairs of four divisions) and three more that have three-year terms (secretary, and two reps to associated organizations).

I'm trying to figure out how best to organize things so that this constant churn will be comparatively easy to manage over time. Would it be sane to set up a group for each role? E.g. the [email protected] "account" is actually a group within Google Workspace, and as people enter/leave the position we add the new person and remove the old one.

I'm not seeing any other clean way to do this. Other than, I guess, every year the current incumbent has to communicate the password for a normal account to the incoming person, then the incoming person changes the password. That would work but it would be awkward. Plus it would make it damned hard to do two-factor authentication.