Review Gemini usage in your organization

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Review and export Gemini for Google Workspace usage reports

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.

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. Go to Menu and thenGenerative AIand thenGemini reports.

    The following information is displayed:

    Additionally, a graph shows how Gemini usage and the assignment of licenses has changed over the past 28 days.

    • Active Gemini users–the number of users with Gemini licenses who have used it in the past 28 days. 
    • Assigned Gemini licenses–the number of available Gemini licenses that are assigned to users. 
  3. (Optional) You can filter the results:

    • 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 before June 10, 2024.
    • The org unit and groups filters show your current organizational hierarchy. It can take up to 72 hours for changes in your org structure to be displayed in reports. Historical data from before org changes is not included in reports.
  4. Click Download  to export a copy of the usage report.

How Gemini usage is calculated

Gemini usage reports only include active usage of Gemini. Active usage includes the following:

  • 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 reports don't include interactions with Gemini (gemini.google.com). This functionality is in development and will be available at a later date.
  • It might take 2-3 days for reports to show the latest data. 

Check last usage of Gemini for Google Workspace

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

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. In the Admin console, go to Menu and then Directoryand thenUsers.
  3. At the top-right, click Manage columns .

  4. 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.

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 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.

Check the limit status of Gemini Business users

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

  1. Sign in to your Google Admin console.

    Sign in using your administrator account (does not end in @gmail.com).

  2. In the Admin console, go to Menu and then Directoryand thenUsers.
  3. At the top-right, click Manage columns .

  4. 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 Gemini (gemini.google.com).
  • 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.

 

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