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Gemini in Google Workspace: what a small business needs to know

If your business pays for Google Workspace, your staff probably already have Gemini. Google now builds its AI features into the Business plans rather than selling them as an extra. Which features you get depends on your plan, and the person who manages your admin console decides who can use them. This guide covers what is included, what Google says it does with your data, and how to switch things on or off.

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The short answer

Gemini is Google's AI assistant, and it now comes with Google Workspace Business plans. Business Starter includes the Gemini app and Gemini in Gmail. Business Standard and Business Plus add Gemini in the side panel of Docs, Sheets, Slides, Drive, Meet and Chat. Google's Workspace privacy hub says customer data is not used to train its models without the customer's permission, and chats are not reviewed by people. An admin can turn the Gemini app on or off in the admin console under Generative AI, then Gemini app, then Service status.

Two kinds of Gemini

Staff meet Gemini in two places. The Gemini app is the chat window at gemini.google.com, on phones and in Chrome, where people ask questions, write drafts and set up Gems for tasks they repeat. Gemini in Workspace sits in a side panel inside Gmail, Docs, Sheets and the other apps, and works on the email or file in front of you. When staff sign in with their work account, both follow the same Workspace data protections. Gemini only reaches content the person could already open, because it follows your existing sharing permissions.

What each Business plan includes

Business Starter

The Gemini app, Gemini in Gmail, Google Vids and basic access to Gemini Notebook. Google's pricing page lists Gemini in Docs, Sheets, Slides, Drive, Meet and Chat as not included.

Business Standard

Everything in Starter, plus Gemini in the side panel of Docs, Sheets, Slides, Drive, Meet and Chat, and expanded Gemini Notebook limits.

Business Plus

The same Gemini features as Business Standard. Google's pricing page adds no extra AI features at this level, so choose Plus for its other features rather than for more AI.

Enterprise plans

Add finer admin control. Only Enterprise Standard and Enterprise Plus can switch Gemini on or off one app at a time, for example off in Gmail but on in Docs.

Old Gemini add-ons

Google no longer sells the separate Gemini Business and Gemini Enterprise add-ons. If you still see one on an invoice, ask whoever manages your account why.

Prices change

Google adjusts plans and prices often. Check Google's current pricing, or read our Google Workspace cost guide before you change plans.

Who this is for

  • An owner who has noticed the Gemini star icon in Gmail and wants to know whether it is safe for client email.
  • A business deciding between Business Starter and Business Standard and wondering how much the AI matters.
  • Anyone who needs to tell staff which AI tools they may use for work, and which accounts to use them with.
  • A practice that wants Gemini off for some staff, or for everyone, until a policy is in place.

How to turn Gemini on or off for staff

  1. Sign in with the right admin role. Go to admin.google.com. Changing Gemini settings needs a super admin or an admin with the Gemini Settings privilege.
  2. Control the Gemini app. Go to Menu, then Generative AI, then Gemini app, and click Service status. Choose On for everyone or Off for everyone and click Save. To treat some staff differently, select their organisational unit or group on the left first. This covers gemini.google.com, the Gemini mobile apps and Gemini in Chrome, and does not change Gemini inside Gmail or Docs.
  3. Decide what Gemini can search. Under Generative AI, then Gemini for Workspace, the Workspace Intelligence panel lets you stop Gemini searching Gmail, Drive and Docs, Calendar or Chat for context. This works on Business plans. Google warns that switching sources off makes Gemini less useful, and changes can take up to 48 hours.
  4. Know what smart features do. Gemini in Gmail, Docs and the other apps needs Workspace smart features to be on. The setting is under Menu, then Account, then Account settings, then Smart features for Google Workspace. In Australia these start switched on, and staff can change the default for their own account. If you change it, try it on one person first and give it up to 24 hours to apply.
  5. Write down what you decided. Tell staff which tools they may use, with which account, and for what kind of information. Our AI governance guide shows how to keep that short.

How WaTo can help

  • We check which Workspace plan you are on, which Gemini features your staff already have and who can change the settings, then set them up through Google Workspace Gemini setup.
  • We write a plain AI policy and run short staff sessions on safe use through AI policy, governance and staff training.
  • We look after the admin console, licences and sharing permissions as part of Google Workspace management, so Gemini only reaches files people should see.
  • If you want more than a chat window, AI for business covers automation and AI tools that fit how your business works.

Gemini in Google Workspace questions

Is Gemini included in Google Workspace now?

Yes, on the Business plans. Business Starter includes the Gemini app and Gemini in Gmail. Business Standard and Business Plus add Gemini in Docs, Sheets, Slides, Drive, Meet and Chat. Google has stopped selling the old Gemini add-ons.

Does Google use my business data to train Gemini?

Google's Generative AI in Google Workspace Privacy Hub says Workspace does not use customer data to train models without the customer's prior permission or instruction, and that your content is not reviewed by people for training. Those protections apply when staff use their work account on a qualifying Workspace plan.

Is it safe for staff to use Gemini with a personal Google account?

Google's Workspace privacy hub only covers Gemini used with a qualifying Google Workspace plan, which means a work account. A personal Google account sits outside it. For business information, ask staff to sign in to Gemini with their work account.

How do I turn off Gemini for my staff?

In the Google Admin console, go to Menu, then Generative AI, then Gemini app, then Service status, and choose Off. That stops the Gemini app. On Business plans, Gemini inside Gmail and Docs depends on Workspace smart features. Only Enterprise Standard and Enterprise Plus can switch Gemini off one app at a time.

Can Gemini see files staff are not allowed to open?

No. Google says Gemini follows your existing Workspace permissions and only retrieves content the user can already access. If a folder is shared too widely, Gemini will find it too, so it is worth tidying sharing before you roll Gemini out.

How long does Google keep Gemini chats?

For the Gemini app, admins can set history to delete after 3, 18 or 36 months. The default is 18 months. Side panel history in Gmail, Docs and the other apps is kept for between 90 days and indefinitely, as your admin sets it.

What is Gemini good for in a small business?

Drafting and shortening email replies, summarising long email threads, turning meeting notes into a to-do list, first drafts of documents and quotes, and making sense of a messy spreadsheet. Someone should still check the facts before anything goes to a client.

How WaTo can help with this

Guides on this topic

Sources & references

WaTo Consulting. Last reviewed 2026-11-13. Review every three months, and whenever Google changes Workspace plans, Gemini features or its Gemini privacy terms.

Want Gemini set up properly for your team?

Book a call. We will look at your plan and your sharing settings, then help you decide who gets Gemini and what rules go with it.

Mon to Fri, 8:30am to 5pm

Call (08) 7123 0805 Get a quote

No two businesses are the same, so nothing we do is off-the-shelf. Every solution is built around yours, and kept simple.

Questions

Frequently asked questions

How do your plans and pricing work?

Whatever suits you: a fixed contract, a monthly retainer, prepaid blocks of hours, or simple hourly rates. You pick the model that fits your business, and we keep it transparent with no surprise bills.

How quickly do you respond?

Fast. You talk to a real person, not a call queue. For urgent issues we're often on-site within the hour across Adelaide, with remote support Australia-wide.

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Managed IT is typically $80 to $200 per user per month. One-off help is $115 an hour remote or $180 an hour on site. Prices are ex GST. See our rates.

Do you support businesses outside Adelaide?

Yes. We're Adelaide-based with on-site visits across South Australia, remote support Australia-wide, and we fly in to clients in Darwin, Brisbane and elsewhere for planned work.

Will you work with our existing IT person?

Absolutely. We often co-manage, taking on monitoring, security and after-hours cover alongside your in-house team.

Why we're different

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We keep it simple, and fix things so they stay fixed, instead of patching them today.

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Why clients choose us

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Real people in Adelaide, not a call queue
  1. SA Construct · client from day one
    Our whole IT structure is with WaTo Consulting for the simple reason that there's no sales spiel, no waiting in line on the phone, and always an effective, quick result when needed.
  2. Wato

    From day one and still going 🤝

  3. Enzo's at Home · client since 2001
    WaTo has been assisting our company since 2001. Always punctual, trustworthy, honest, and can be relied on to get the job done.
  4. Wato

    Time flies when you're having fun 🙌

  5. Real estate business · client from 2010
    WaTo looked after IT for our property management business from 2010. We grew dramatically in that time and WaTo was instrumental in keeping all our IT in order, with smooth upgrades.
  6. Alyx

    Loved being part of the growth 📈

  7. Hospitality venue
    In a busy, large hospitality venue with constant IT issues, WaTo is an incredible asset. If WaTo's called with an issue, they're often here within the hour.
  8. Lee

    On my way 🚗

  9. Accounting practice
    WaTo has been invaluable in moving us from Outlook to Gmail and teaching us the other Google products. Friendly, approachable and easily understood. We've even brought WaTo in to help one of our own clients migrate.
  10. Lee

    Happy to help your clients too 🤝

  11. CRS · client since 2011
    Our data is the backbone of our company, and we sleep easy at night knowing it's safe and secure. Whenever we have an IT problem, WaTo understands how crippling downtime is and is quick to act.
  12. Alyx

    Backups checked. Sleep easy 😴

  13. Lasers in Medicine
    WaTo's IT expertise streamlined our medical practice, reduced operating costs and simplified our backups. 100% quality customer service to small business.
  14. Wato

    Small business is our thing 💪

  15. Engineering company
    Wato, or "DJ WaTo" as he's known to us, has become like family. He always goes above and beyond, with a few good solutions to our ever-demanding needs.
  16. Wato

    🎧 DJ WaTo, at your service

  17. City cafe, multiple locations
    WaTo set up our point of sale and internet. They always answered my calls and could even troubleshoot problems over the phone. Very professional. Thank you, WaTo!
  18. Lee

    Always happy to pick up 📞

  19. Printing industry · client since 2013
    Our business relies on discipline and attention to detail, which is exactly why we've relied on WaTo since 2013. Their knowledge and personal attention give us peace of mind in every area of our operation.
  20. Alyx

    Detail is our thing too 🔍

  21. Genmed 480
    We feel extremely lucky to have WaTo look after our computers. Easy to talk with, explains things in plain terms instead of jargon, and never pushes us to upgrade to the latest and greatest.
  22. Lee

    No jargon, promise 🙂

  23. Alex, 30 Acres · client since 2021
    If you're anything like us, IT is very daunting! WaTo took away the hassle and stress of setting up our brand new restaurant and installed our point of sale. Timely, efficient and a reasonable price. Highly recommended!
  24. Wato

    30 Acres, still the freshest food ever! 🍽️

  25. AV industry
    WaTo delivers for our standard office admin and as a consultant for integrating audio, visual and lighting products into the IT world. Problems are dealt with swiftly to avoid downtime.
  26. Lee

    Lights, camera, uptime 🎬

  27. Cummins Allison (CPI) · client since 2014
    Their ability to grasp and apply product-specific technical process has allowed us to meet all customer KPIs and offer value-added services.
  28. Alyx

    KPIs met. Keep counting 💵

  29. Allied health practice
    When the medical diary crashes, that's an all-out emergency. It happened three times in one year, and each time WaTo fixed it in under 10 minutes. Personal, reliable and fast.
  30. Alyx

    Diary's back up ✅

  31. Sports industry · client since 2015
    We've used WaTo since 2015. Before that, other providers made things difficult. WaTo is prompt, upfront and very reliable, and has saved us heaps!
  32. Lee

    Glad we could save you heaps 💸

  33. Sole owner-operator
    WaTo moved my site to a new server and set up secure, reliable email and hosting, so I could get on with what I do best. I'd send anyone to WaTo for all their wizardry needs.
  34. Wato

    Wizardry on tap 🪄

  35. Recreation industry
    WaTo did an amazing job setting up the audio and visual in our new business, and fantastic work migrating email accounts and managing our domains. Service is A+.
  36. Lee

    A+ right back at you ⭐

  37. Small home business
    Doesn't matter how small your business is, we all need help with IT and digital. WaTo makes me feel like BIG business.
  38. Alyx

    Small business, big support 🚀

  39. Mike Roberts
    As a non-geek, I appreciate that WaTo's always got my back and never makes me feel I'm imposing when I ring out of hours. Looking for someone local and reliable? WaTo's who you call!
  40. Wato

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Who we work with

Our story

Built in Adelaide, since 2001

WaTo Consulting was founded by John Watson in Adelaide in 2001. Over two decades it's earned a name for tailored work across a wide range of industries, helping businesses of every size run more smoothly, work more efficiently and grow steadily, without blowing the budget or disrupting the day-to-day. Rumour has it the story starts much earlier, with a young Wato on his grandfather's knee in front of a Commodore 64, learning to code in BASIC.

Emma Watson (née Dickenson) was part of the story for a stage along the way. She brought real estate and property management expertise, and a clear view of where the business could go: growing it, bringing in new systems and fresh thinking, and lifting the standard of how things are done. WaTo has been through plenty of shapes and stages since, but one thing she helped sharpen has never changed: being consistent for the client is a must.

Today it's all tailored, never off-the-shelf: IT & Digital, Business & Web Hosting, built around what each client actually needs. Over the years those areas have come together under one roof: our IT & Digital, Currency, Business and Web Hosting work now all sit within WaTo Consulting. One team, one standard, looking after the lot.

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