Locked Out of Google Workspace? Here's How We Fixed It
Recovery process for a Chicago nonprofit child care center's admin account
TL;DR
A local Chicago child care center missed Google's mandatory two-factor authentication deadline and lost access to their Google Workspace admin account. Using Google's automated recovery form and DNS verification, we successfully regained access within hours. This case study shows how proper account management and timely response prevent costly downtime for nonprofits.
The Problem: Locked Out of Google Workspace
Google Workspace for nonprofits is an excellent solution for schools and child care centers, providing professional email, collaboration tools, and administrative controls. However, like all cloud services, it requires proper account management and security practices. When Google implemented mandatory two-factor authentication (2FA) for administrators, many organizations missed the deadline—including our client.
The child care center had been using Gmail with non-specialized accounts for their business operations. We had previously helped them transition to Google Workspace for nonprofits, which provided better security, collaboration features, and administrative controls. Everything was working smoothly until they received the 2FA requirement notice.
Unfortunately, the notification went unnoticed, and when the deadline passed, the administrators found themselves completely locked out of their Google Workspace admin account. They couldn't access email settings, manage users, or handle any administrative functions. This is a critical situation for any organization, but especially for a nonprofit operating on limited IT resources.
The Solution: Google's Account Recovery Process
The good news? Google recognized that many users would miss this deadline and created an automated recovery form specifically for this situation. This form allows locked-out administrators to re-authenticate and regain access to their accounts without requiring manual intervention from Google support.
The recovery process involved several key steps:
- Accessing Google's automated recovery form for locked admin accounts
- Verifying domain ownership by adding a DNS text record
- Confirming identity through associated email accounts
- Re-enabling two-factor authentication with proper backup codes
The most critical step was adding the DNS text record to the school's domain. This required coordinating with the school's administrators to locate their domain registrar credentials and access their DNS settings. After some back-and-forth communication and searching through various email accounts that had domain access, we successfully added the required DNS record.
Why This Matters for Nonprofits
While this recovery process is straightforward for IT professionals, it's confusing and intimidating for end-users who rarely interact with Google Workspace administration or DNS configuration. Most nonprofit staff members have never heard of DNS records or domain verification, making these technical processes feel overwhelming.
This is exactly the type of situation where professional IT support makes a difference. What takes an experienced consultant a few hours can take an untrained staff member days or weeks—if they can figure it out at all. For nonprofits operating with limited budgets and staff, this kind of support is invaluable.
Prevention Tips for Google Workspace Administrators
- Enable notifications: Ensure all administrator email accounts receive Google security notifications
- Set calendar reminders: Mark important deadlines like 2FA requirements in your calendar
- Use backup codes: Store backup codes in a secure location separate from your primary authentication method
- Designate backup admins: Have multiple administrators with 2FA enabled to prevent single points of failure
- Regular security audits: Review your Google Workspace security settings quarterly
- Professional support: Consider having an IT consultant review your setup annually
Get Professional IT Support Today
Don't let account lockouts or security issues disrupt your organization's operations. Contact myTech.Today for a free consultation on your Google Workspace setup, security configuration, or any other IT challenges.
Call us at (847) 767-4914 or email sales@mytech.today for a free estimate.