Work Insights FAQ

If your organization no longer has any Google Workspace Enterprise Plus licenses, you'll lose access to Work Insights. For more information, contact your Google sales representative or Google reseller.

To access Work Insights, you need the appropriate privileges for your Google Workspace account. Contact your Google Workspace administrator for help with accessing Work Insights. Who is my administrator?

If you're an administrator, see Grant access to Work Insights.

Active user percentages are calculated for each day on a rolling timeline—that is, an app's 30-day active users percentage on any day is calculated using data for the previous 30 days.

In the trend graph for an app, you can see the active users percentage for each day in the time range you select. The percentage shown above the trend graph is the percentage of active users for the last (most current) day in the time range.

For more details, see How many users are active in Google Workspace?

Work Insights determines a user’s standard business hours from their calendar. If a user's calendar settings aren't available, it's assumed that their standard business hours are 9 AM to 5 PM in their time zone.

If a meeting continues after 12 AM in a user's time zone, the meeting's data is counted on the day it starts. For example, if a user starts a meeting at 11:30 PM on January 5 and it continues until 12:30 AM on January 6, Work Insights shows a 1-hour meeting for January 5 only.

Numbers on the Work Insights dashboard might not exactly match those in the Admin console or other reporting tools for any of the following reasons:

• Work Insights counts 30-day active users when calculating percentages; other reporting tools might count 28-day active users. For more information, refer to the other tool's documentation.
• Work Insights uses the total number of users with access to Google Workspace as a denominator; other reporting tools might specify 28-day active users as a denominator to calculate percentages.
• Work Insights shows data for only organizational units that are enabled for Work Insights. An Admin console report might show data for all organizational units.

Both the Google Admin console reports and Work Insights provide data on Google Workspace use. However, there are several key differences:

Availability

• Admin console reports are available only to admins with access to the console.
• Work Insights is available to both admins and users with the appropriate account privileges, such as executives, managers, and human resources staff.

Report types

• Both the Admin console and Work Insights include data on Gmail, Drive, Chat, and Meet use.
• Only Work Insights provides metrics on the time spent in apps and meetings, use of non-Google Workspace apps, and work time outside business hours.

Data

• Both the Admin console and Work Insights show data by organizational unit. However, Work Insights can also show data by allowlisted groups.
• Some Admin console reports show data by user. Work Insights always shows aggregated data and doesn't identify individual users.

The Work Insights dashboard uses the same language you choose in your Google Account settings. To change this language, see Change the Account language settings.

Here are the available languages for Work Insights:

For reporting purposes, Work Insights keeps a user's data for the current month and the previous month, for a maximum of 60 days. If you delete a user's account from Google Workspace, the user's data is deleted after 30 days.

A deleted user's data remains on all charts for any time period when their account was active. Although a deleted user's data is removed from Google systems, Work Insights doesn't recalculate historical data.