GWS Backup

GWS Backup is a self-hosted service for protecting Google Workspace data, aimed at MSPs and administrators responsible for one or more domains. Its free licence and choice of customer-controlled storage make it a practical option for teams that want direct control over backup data; it is less suited to those who want a vendor-managed deployment.

Overview

The software backs up Gmail, Google Drive, Shared Drives, Calendars and Contacts. Destinations include Google Drive, local disk or NAS, Amazon S3 and Azure Blob storage. Keeping backups in storage controlled by the customer can fit existing infrastructure and data-handling policies, but also leaves storage arrangements to the organization.

After the first full backup, GWS Backup transfers only changed files and new mail, avoiding repeat transfers of unchanged data. Deleted items remain in backup for one year before automatic removal. Operators can configure version history and vault pruning, set a custom backup frequency and use point-in-time restore.

Key features

Recovery and oversight

Restore targets range from a whole workspace or account to a folder, email or file. Administrators can restore to another user's account or download items. That granularity supports both broad recovery and correction of individual losses. A live monitor shows transfers, while an auditable trail records actions and backup results.

Access and deployment

GWS Backup supports 2FA login security and separates administration from restore-operation roles, useful where different staff should manage settings and perform recovery. Deployment options include native Windows installation, Linux and cPanel deployment, and official Docker support. The requirement for Node.js 22.5 or newer and an activated licence key adds setup and ongoing administration work, so it is not a hands-off cloud service.

Pricing

GWS Backup Free Licence costs nothing. It covers up to 10 client workspaces and unlimited accounts, with one running installation per licence key. That is generous for organizations with many accounts across a limited number of domains, but the installation cap matters if separate deployments are needed. Larger Workspace estates require an enquiry. There is no free trial, though the licence itself is free.

Support is free by email, and the maker says a person reads support messages. The licence does not remove the operational responsibility of running the software or arranging backup storage.

Platforms

GWS Backup supports Linux, macOS, Windows and self-hosted deployment. The maker also identifies cPanel and Docker deployment options. These choices suit teams with infrastructure skills; the Node.js version requirement should be checked before rollout.

Who it's for

GWS Backup is aimed at MSPs, IT teams and internal administrators managing one or more Google Workspace domains. It is strongest for teams that want granular restore choices, configurable backup scheduling and control of storage destinations. It is a weaker fit for organizations seeking a managed backup service or those unable to accommodate its installation and licence constraints.

Pros and cons

• Pros: The free licence allows unlimited accounts across up to 10 client workspaces, making it useful for administrators handling multiple domains.
• Pros: Destinations span local and cloud storage, while backups remain in storage controlled by the customer.
• Pros: Restore options cover workspace-level recovery through individual files and emails, including recovery to another user.
• Cons: Only one running installation is permitted per licence key, a constraint for estates that need separate active deployments.
• Cons: Node.js 22.5 or newer and an activated licence key are prerequisites, adding deployment work.
• Cons: The customer manages storage and the self-hosted installation rather than relying on maker-hosted backup infrastructure.

Alternatives

Google Workspace Backup Software is a useful starting point for comparing products in this category.

Choose IDrive instead if you want a broader platform mix including Android, iOS and web, or prefer a freemium service with a trial; its Basic plan includes 10 GB, while IDrive Mini costs $0.25 a month for 100 GB and one user.

Synology Photos is a free alternative for photo management that requires a Synology NAS, rather than a direct match for Google Workspace backup.

Consider MSP360 Backup for personal workstation backup with file- and image-based backup and forum support on its free plan; it is not described as a Workspace backup product.

Synology Active Backup for SaaS is another free self-hosted option, offered as a no-license add-on for a Synology NAS and covering Microsoft 365 and Google Workspace.

AvePoint Cloud Backup is an alternative with custom pricing.

Spanning Backup may suit readers seeking a single all-inclusive plan with unlimited backup retention and volume pricing; it offers a free trial.

Acronis Cyber Disaster Recovery Cloud is a paid alternative with a free trial and pay-as-you-go pricing for used disaster-recovery cloud storage and compute.

Cloud Apps Backup is an alternative for organizations needing Google Workspace and Microsoft 365 coverage; its partner offer is $12 a year for more than 1,000 users and does not provide data storage.

Verdict

GWS Backup is a strong fit for Workspace administrators and MSPs who want a free licence, fine-grained restores and the freedom to choose customer-controlled storage. Its main appeal is that control paired with broad recovery options. Look elsewhere if you need a vendor-managed service, cannot meet the Node.js requirement or need more than one running installation under a licence key.