How to Manage Gemini AI Access in Google Workspace

Google recently integrated Gemini AI into Google Workspace Business and Enterprise plans, giving many organizations immediate access to AI-powered tools. While some companies are eager to explore Gemini’s capabilities, others are more cautious, focusing on security, compliance, and a controlled rollout.

Many IT admins are now asking the same key questions: How do we disable Gemini until we have security policies in place? How do we manage access for specific teams? How do we monitor adoption?

This guide covers the essential steps for managing Gemini AI access in Google Workspace, including:

• Disabling Gemini entirely at the organization level
• Restricting access to specific users or teams
• Tracking usage to drive responsible adoption

Whether you are pausing Gemini for now or rolling it out in phases, maintaining control over AI deployment is critical for security and efficiency.

Understanding Gemini AI in Google Workspace

Gemini AI enhances Google Workspace with AI-powered productivity tools designed to assist users with writing, summarizing, automating workflows, and analyzing data.

What Is Gemini AI?

Gemini is Google’s generative AI, integrated into apps like Gmail, Docs, Sheets, and Meet. It helps users:

• Draft emails and documents faster
• Summarize long email threads or reports
• Extract insights from large datasets in Sheets
• Automate repetitive workflows

Who Has Access to Gemini?

Organizations using Google Workspace Business Standard, Business Plus, Enterprise Standard, and Enterprise Plus now have Gemini included in their subscription. That means companies that were not previously using Gemini may now see AI-powered features appear in their Workspace apps. 

Key Benefits & Risks of Gemini AI

Before deciding whether to enable or disable Gemini, IT leaders should assess both the advantages and potential concerns.

Benefits

• Increased efficiency for employees handling large volumes of emails, reports, and data
• Improved decision-making with AI-powered insights and automation
• Enhanced collaboration through intelligent recommendations and content generation

Risks

• Data security concerns, particularly around AI-generated content and sensitive business information
• Compliance and regulatory considerations for industries with strict data policies
• Need for user training to ensure responsible AI usage and minimize misinformation

With these factors in mind, some organizations may choose to disable Gemini temporarily while developing a structured rollout plan.

How to Turn Off Gemini AI in Google Workspace

For organizations that are not ready to use Gemini yet, Google Workspace provides options to disable it at both the organizational and user levels.

Disabling Gemini for the Entire Organization

Admins can completely turn off Gemini AI across all Workspace applications by adjusting settings in the Google Admin Console.

1. Open the Admin Console
2. Navigate to Apps > Google Workspace > Gemini AI
3. Select Service Status
4. Choose Off for everyone
5. Save changes

Once disabled, users will no longer see AI features in Gmail, Docs, or other Workspace apps.

Disabling Gemini for Specific Teams or Departments

If your organization wants to allow Gemini for some employees while restricting access for others, you can manage it through Organizational Units (OUs) or Groups.

1. Open the Admin Console
2. Navigate to Apps > Google Workspace > Gemini AI
3. Select Service Status
4. Choose On for some and select the specific OUs or Groups that should have access
5. Save changes

This approach allows IT teams to pilot Gemini with a limited group before enabling it more broadly.

Key Considerations Before Disabling Gemini

• Communicate with teams about the decision to turn off Gemini to avoid confusion
• Assess current AI usage to determine whether some employees are already benefiting from Gemini
• Develop internal security policies before re-enabling Gemini to ensure compliance

How to Control Gemini AI Access for Specific Users

Some organizations prefer a controlled rollout rather than disabling Gemini entirely. In this case, IT admins can assign access at the user, team, or department level.

Using the Admin Console to Manage Access

Admins can enable Gemini AI for only certain users by configuring settings in the Google Admin console.

1. Open the Admin Console
2. Navigate to Apps > Google Workspace > Gemini AI
3. Select Service Status
4. Enable Gemini only for selected OUs or Groups
5. Save changes

Best Practices for a Phased Rollout

• Start with a pilot group to test Gemini before expanding access
• Monitor usage and feedback to understand how employees interact with AI
• Adjust access based on security needs and organizational goals

Setting Up an Approval Process for Access

To prevent unrestricted use, organizations can create an approval workflow for employees requesting Gemini access.

• Require users to submit a request for AI access
• Evaluate security risks before granting permissions
• Assign AI access based on job roles and responsibilities

This process ensures that only employees who need AI assistance receive access, reducing security risks.

Monitoring Gemini AI Usage in Your Organization

Tracking Gemini usage helps organizations measure adoption, identify AI champions, and refine policies. 

Why Monitoring Usage Matters

• Helps identify power users who can train others on Gemini’s features
• Reveals potential security concerns if AI is handling sensitive data
• Informs decision-making on expanding or restricting access

Using the Admin Console to Track Gemini AI Usage

Google provides built-in usage reports to help IT teams analyze AI adoption.

1. Open the Admin Console
2. Navigate to Reports > Apps Reports > Gemini AI Usage
3. Review data on who is using Gemini, how often, and in which apps
4. Identify trends in adoption and potential security risks

Check out our short demo for a walkthrough of this process. 

Identifying AI Champions

AI champions are employees who use Gemini effectively and can help train others. By monitoring usage reports, IT teams can:

• Recognize early adopters and encourage knowledge sharing
• Develop internal training programs led by AI champions
• Increase adoption rates while maintaining control over security and compliance

Best Practices for a Secure & Strategic AI Rollout

A structured approach to AI deployment helps organizations maximize Gemini’s benefits while minimizing risks.

1. Establish a Security and Compliance Policy

Before enabling Gemini, create internal policies that define:

• Acceptable AI use cases
• Data security and privacy guidelines
• Compliance requirements for regulated industries

2. Train Employees on Responsible AI Usage

Educating users ensures that AI tools enhance productivity without introducing risks. Training should include:

• How to verify AI-generated content for accuracy
• When to use AI for decision-making
• Understanding AI’s limitations

3. Leverage AI Champions for Adoption

Early adopters can serve as AI champions who train teams, provide best practices, and support a smooth transition.

4. Review and Adjust Access Regularly

AI policies should evolve based on real-world usage data. Regular reviews ensure that access aligns with business needs and security concerns.

5. Utilize Promevo’s Gemini Deployment Workshops

Promevo offers Gemini Deployment Workshops to help organizations roll out AI securely and strategically. Our experts provide:

• Hands-on guidance for configuring Gemini in Google Workspace
• Security best practices for AI adoption
• Training to maximize AI-driven productivity

Managing Gemini AI in Google Workspace requires a strategic approach to security, access, and adoption. Whether you are disabling Gemini, controlling access, or monitoring usage, a well-defined governance plan ensures that AI aligns with business objectives.

For expert guidance on deploying Gemini securely and effectively, contact Promevo to schedule a Gemini Deployment Workshop today.