As a Google Workspace administrator, you can use Gemini reports to:
- View organizational-level usage data of Gemini in Google Workspace apps. You can see how many people are using Gemini in your organization, as well as how many of your available licenses have been assigned to users.
- View adoption of Gemini features on a per-app basis.
- Identify power users who are getting the most out of Gemini for Google Workspace. These users could have generative AI tips, best practices, and workflows that can be shared with others in your organization.
- Identify users with low adoption rates who might benefit from training and other materials related to generative AI.
- Help ensure your Gemini for Google Workspace licenses are assigned to the users who need them the most.
- Understand monthly usage limits in Gemini and what to do when users exceed their monthly limit.
Important: At this time, Gemini app usage and adoption metrics are recorded only for people who have a Gemini for Google Workspace license. We'll add support for other Google Workspace users at a later date.
On this page...
- Review organizational adoption of Gemini
- Review user adoption of Gemini
- Check last usage of Gemini for Google Workspace
- Understand usage limits in Gemini Education
Review organizational adoption of Gemini
As a Google Workspace administrator, you can view organizational-level usage data of Gemini in Google Workspace apps.
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Sign in to your Google Admin console.
Sign in using your administrator account (does not end in @gmail.com).
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Go to Menu
Generative AI
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(Optional) You can filter the results:
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By organizational unit—Click the Org unit dropdown in the upper right and search for one or more organizational units.
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By group—Click the Group dropdown in the upper right and search for one or more groups.
Note: If you filter by org unit or group:
- Reports include only Gemini usage that occurred after June 10, 2024.
- The organizational unit and groups filters show your current organizational hierarchy. It can take up to 72 hours for changes in your organizational structure to be displayed in reports. Historical data from before organizational changes is not included in reports.
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Usage data for the past 28 days is displayed and includes:
- The number of active Gemini users in the organizational unit or group, as well as the percentage these users represent among all Gemini licenses
- The number of assigned Gemini licenses in the organizational unit or group, as well as the percentage of available licenses
- Gemini daily usage among members of the organizational unit or group
- Gemini adoption per app, a chart that shows usage levels of Gemini within Google Workspace apps and chats with the Gemini app for members of the organizational unit or group
- (Optional) Click to download org-level usage data.
Review user adoption of Gemini
As a Google Workspace admin, you can use Gemini usage reports to identify usage patterns of Gemini for Workspace features. Reports include usage data from users that have:
- Gemini Business or Gemini Enterprise licenses
- Gemini Education and Gemini Education Premium licenses
- Enrolled in the Google Workspace Labs program
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Sign in to your Google Admin console.
Sign in using your administrator account (does not end in @gmail.com).
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Go to Menu
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(Optional) To filter the results, choose an option:
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By organizational unit—Click the Org unit dropdown in the upper right and search for one or more organizational units.
-
By group—Click the Group dropdown in the upper right and search for one or more groups.
Note: If you filter by org unit or group:
- Reports include only Gemini usage that occurred after June 10, 2024.
- The organizational unit and groups filters show your current organizational hierarchy. It can take up to 72 hours for changes in your organizational structure to be displayed in reports. Historical data from before organizational changes is not included in reports.
Usage data for the past 28 days is displayed and includes:
- Overall usage level in the Gemini app and Gemini for Google Workspace:
- High—Includes only the top 10% of users with non-zero overall Gemini usage; have used it 20 times or more
- Medium—Has used Gemini 5 times or more
- Low—Has used Gemini 4 times or less
- Zero—No usage
- Active days–Number of days Gemini was used in the past 28 days
- Usage level by app–Usage levels of Gemini within Google Workspace apps and chats with Gemini (gemini.google.com)
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(Optional) Click to download table data and usage counts.
How Gemini usage is calculated
Gemini usage reports only include active usage of Gemini. Active usage includes the following:
- You submit a prompt to the Gemini app.
- You ask Gemini for Google Workspace to do work for you. For example:
- You use AI to summarize email or documents across Google Workspace apps.
- You use AI to generate or re-draft content across Google Workspace apps, such as "Help me write" or "Create Image with Gemini."
- You use AI to organize and track data in Google Sheets.
- You accept a suggestion from Gemini for Google Workspace. When Gemini detects an opportunity to help you get work done, it makes suggestions that you can choose to accept or ignore. Suggestions that you ignore don't count towards active use. When you accept a suggestion, such as enhanced Smart Fill in Sheets, it counts towards active use.
Note:
- Usage reporting from Gemini (gemini.google.com) began on August 9, 2024.
- It might take 2-3 days for reports to show the latest data.
Check last usage of Gemini for Google Workspace
To complete these steps, you need the appropriate User management privilege. Without this privilege, you won't see all the controls needed to complete these steps.
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Sign in to your Google Admin console.
Sign in using your administrator account (does not end in @gmail.com).
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In the Admin console, go to Menu
Directory
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At the top-right, click Manage columns
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To check when someone last used Gemini, click Add new column and select Gemini last usage.
This data doesn't include:
- The use of Gemini (gemini.google.com). This functionality is in development and will be available at a later date.
- Use of Gemini for Google Workspace before April 1, 2024.
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To check the usage limits of Gemini Education users, click Add new column, and then select Gemini limit status:
- Not approaching limit: has over 10% of their limit remaining.
- Approaching limit: has 10% or less of their limit remaining
- Usage limit reached: can't use Gemini for Google Workspace until next month.
Gemini Education usage limits
Gemini Education is designed to meet the needs of typical educational institutions users. Each person with a Gemini Education license can use Gemini (gemini.google.com) and features in Gemini for Google Workspace 1,000 times per month.
Usage limits can't be shared among users and do not roll over to subsequent months. Limits reset on the first day of each month.
How does use of Gemini affect the monthly limit?
There are 3 types of actions that count against usage limits:
- You submit a prompt to the Gemini app.
- You ask Gemini for Google Workspace to do work for you. This happens when you use features like "Help me write" or "Help me visualize" to create or re-draft content in Google Workspace apps.
- You accept a suggestion from Gemini for Google Workspace. When Gemini detects an opportunity to help you get work done, it makes suggestions that you can choose to accept or ignore. Suggestions that you ignore don't affect your usage limit. When you accept a suggestion, such as enhanced Smart Fill suggestions in Sheets, it counts towards your usage limit.
What happens when users reach their monthly limit?
They're warned as they approach they limit. After they reach the limit, Gemini for Google Workspace:
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stops accepting prompts
- stops making proactive suggestions
How can I help users who regularly reach their limits?
If users are regularly exceeding their monthly usage limits, you can:
- Upgrade all users in your organization to Gemini Education Premium.
- Contact Sales or your reseller to upgrade a subset of your users to Gemini Education Premium.
