Streamlining Workspace with AI: Calendar and Meet Enhancements for Admins

Google Workspace continues to evolve with significant artificial intelligence and machine learning enhancements, offering administrators new tools to optimise operations and enforce organisational policies. These recent updates focus on improving user experience while providing greater control and insight into how these powerful features function within your domain. This post will delve into two key AI-driven improvements: intelligent meeting time suggestions in Google Calendar powered by Gemini, and expanded administrative controls for the 'Take notes for me' feature in Google Meet.

Smarter Meeting Scheduling with Gemini in Google Calendar

Organising meetings that suit everyone's schedule can be a significant challenge. Google Calendar is now integrating Gemini to streamline this process, offering more intelligent suggestions for meeting times. This feature is designed to simplify the creation and rescheduling of events, ultimately saving time for users across your organisation.

When a user is creating a new event, Gemini in Google Calendar can analyse the availability of all attendees, considering their working hours and any existing conflicts. By selecting the 'Suggested times' option, users will receive recommendations for optimal time slots where all participants are free, making it easier to secure a suitable meeting slot quickly.

Furthermore, for existing meetings that encounter multiple declines, the system now provides a more efficient rescheduling option. If an event has several attendees who cannot make the original time, a banner will appear within the event details, highlighting a new time when everyone is available. This allows the organiser to update the invitation with a single click, minimising disruption and reducing the back-and-forth communication often associated with rescheduling.

For administrators, it is important to note that this functionality is enabled by default for eligible users. To manage access to Gemini features within your Workspace environment, administrators can refer to the relevant support resources in the Help Centre.

This enhancement is available to customers with Business Standard and Plus, Enterprise Standard and Plus, and the Google AI Pro for Education add-on. The rollout has commenced for Rapid Release domains and will gradually extend to Scheduled Release domains starting on 2nd February 2026, with full visibility expected within 15 days.

Enhanced Administrative Controls for Meet's 'Take Notes for Me'

Google Meet's 'Take notes for me' feature, which leverages AI to summarise discussions, now comes with enhanced administrative controls. These new settings provide administrators with greater flexibility and oversight regarding how automatically generated meeting notes are shared within your organisation, aligning with your internal data governance and privacy policies.

Administrators can now configure two critical aspects of this feature:

1. Default Sharing Value: You can set a default audience for the 'Take notes for me' document and the accompanying recap email. Options include 'Invited guests in your organisation', 'All invited guests', or 'The host and co-hosts'. By default, this is set to 'Invited guests in your organisation'. This allows you to establish a consistent sharing protocol across your domain.
2. Restrict Host Overrides: A new setting enables administrators to decide whether meeting hosts and co-hosts can alter these sharing settings during a meeting. By default, hosts are allowed to change who notes are shared with. However, if this setting is toggled off in the Admin Console, the default sharing value you have established will be enforced, and hosts will be unable to modify it.

These new controls empower administrators to move beyond reliance on individual host preferences, ensuring that the sharing of sensitive meeting information adheres to predefined organisational standards. This is particularly valuable for compliance and data security.

These administrative controls are available for Business Standard and Plus, Enterprise Standard and Plus, Frontline Plus, and Google AI Pro for Education customers. The gradual rollout for both Rapid Release and Scheduled Release domains began on 26th January 2026, with feature visibility expected within 15 days.

These AI-driven updates across Google Calendar and Google Meet signify a continued focus on bringing intelligence into everyday workflows, offering administrators more robust management capabilities to enhance productivity and security within their Google Workspace environments.