Review Gemini usage in your organization

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 Business

Review organizational adoption of Gemini

As a Google Workspace administrator, you can view organizational-level usage data of Gemini in Google Workspace apps.

Sign in to your Google Admin console.
Sign in using your administrator account (does not end in @gmail.com).
Go to Menu Generative AIGemini reportsOrg-level usage.
(Optional) You can filter the results:

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.
- 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.
Review the displayed usage data for the past 28 days that 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
- Gemini usage per interaction:
  - The number of times Gemini content summarization and content generation features were used in Gmail, Docs, Slides, and Sheets.
  - The number of chat messages your users exchanged with Gemini.
  Note: This report counts the overall number of times Gemini features were used and not unique documents. For example, if 10 users review a particular doc and every user summarizes the doc 1 time each while reviewing it, then the report will show “Gemini content summarization used 10 times by 10 users”
(Optional) To export this usage data to a spreadsheet, click Download.

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 the users that have:

Gemini Business or Gemini Enterprise licenses
Gemini Education and Gemini Education Premium licenses
Enrolled in the Google Workspace Labs program

Sign in to your Google Admin console.
Sign in using your administrator account (does not end in @gmail.com).
Go to Menu Generative AI Gemini reportsUser-level usage.
(Optional) To filter the results, choose an option:
- 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.
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.
Review the displayed usage data for the past 28 days that 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 that have used it 20 times or more
  - Medium—Have used Gemini 5 times or more
  - Low—Have 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)
(Optional) To export this data to a spreadsheet, click an option:
- Download table
- Download 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:

At this time, Gemini app usage only includes people who have a Gemini for Google Workspace license. We'll add usage reporting for other Google Workspace users at a later date.
Usage reporting from the Gemini app 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.

The user directory can display when each person last used Gemini.

Sign in to your Google Admin console.
Sign in using your administrator account (does not end in @gmail.com).
In the Admin console, go to Menu DirectoryUsers.
At the top-right, click Manage columns .
Click Add new column and select Gemini last usage.

This data doesn't include:
- Use of Gemini (gemini.google.com) before August 9, 2024.
- Use of Gemini for Google Workspace before April 1, 2024.

Understand usage limits in Gemini Business

Gemini Business is designed to meet the needs of typical business users. Each person with a Gemini Business license can use the Gemini app 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.

Check the limit status of Gemini Business users

The user directory can display the limit status of people in your organization.

Sign in to your Google Admin console.
Sign in using your administrator account (does not end in @gmail.com).
In the Admin console, go to Menu DirectoryUsers.
At the top-right, click Manage columns .
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.

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 the limit. After they reach the limit, Gemini for Google Workspace:

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 Enterprise.
Contact Sales to upgrade a subset of your users to Gemini Enterprise.

Was this helpful?

How can we improve it?