Boosting Efficiency: Recent AI Updates for Google Workspace Administrators

Explore the latest AI enhancements across Google Workspace, including the transition of Whisk to Flow for media creation and advanced multi-guest scheduling in Gmail, designed to empower administrators.

Google Workspace continues to integrate powerful artificial intelligence and machine learning capabilities to streamline workflows and enhance productivity for organisations. This update highlights two recent advancements that Google Workspace administrators should be aware of, focusing on changes to AI-powered media creation and intelligent meeting scheduling.

Key Changes for AI-Powered Image and Video Creation: Whisk Migrates to Flow

A significant update for users engaged in AI-powered image and video creation is the transition of Whisk's capabilities into Flow, Google's unified platform for AI-driven media. This consolidation aims to provide a more cohesive and advanced experience for generating visual content.

• Migration Deadline: Users who currently utilise Whisk for their creative projects must migrate their existing content to Flow by 30 April 2026. It is crucial to understand that any media remaining in a user's Whisk library after this date will be permanently deleted and will not be recoverable.
• Migration Process: The migration process is opt-in. Users will receive announcements via email and in-product notifications within Whisk, providing clear instructions on how to transfer their assets to Flow. Users also have the option to download their data directly from Whisk before the deadline if they prefer.
• AI Credit Consistency: For organisations that use AI credits, there will be no disruption. Whisk and Flow share the same underlying AI credits platform, meaning existing credits are already available and transferable to Flow without any additional action required.
• Geographic Availability Considerations: Administrators should be particularly mindful of Flow's geographic availability. As Flow is not yet accessible in all countries, users located in unsupported regions will unfortunately lose access to Whisk on the specified date without a direct migration path to Flow. It is strongly recommended that administrators encourage these users to download their content proactively to prevent any loss of work.
• Administrator Action: To facilitate a smooth transition and minimise potential data loss, administrators are advised to communicate this change to all affected users within their organisation well in advance of the 30 April 2026 deadline. Providing timely information and guidance will ensure users can adequately prepare for this shift.

Streamlined Meeting Scheduling with Expanded "Help me schedule" in Gmail

Another notable AI enhancement comes to Gmail, expanding the "Help me schedule" functionality to make coordinating group meetings much more efficient. This feature, powered by Gemini, previously only supported scheduling between two individuals, but now extends its intelligent assistance to multiple guests.

• Enhanced Functionality: The updated "Help me schedule" feature in Gmail now intelligently assists in coordinating meeting times with several participants, both internal and external to your organisation. This addresses the common challenge of numerous back-and-forth emails typically required to find a suitable slot for everyone.
• Intelligent Detection and Suggestions: When a user is composing an email that indicates an intent to schedule a meeting, Gemini in Gmail will detect this and automatically present a "Help me schedule" button in the toolbar. The AI then analyses the schedules of the sender and any colleagues whose calendars are visible, proposing ideal time slots based on availability, working hours, and other factors.
• Flexible Guest Management: While the initial guest list for the proposed meeting is automatically pulled from the email thread, administrators and users retain full control. They can easily edit and modify the guest list as needed before finalising the meeting.
• Automated Calendar Invites: Once a recipient selects a preferred time from the options provided, a Calendar invite is automatically generated and sent to all invited guests, simplifying the final step of the scheduling process.
• Administrator Controls: Administrators have the ability to manage access to these Gemini-powered features through the Admin Console, allowing for controlled deployment and usage within the organisation.
• Availability: This advanced scheduling feature is available to customers using Google Workspace Business Standard and Plus, Enterprise Starter, Standard, and Plus editions, as well as those with Google AI Pro for Education and Frontline Plus.
• Rollout Information: For Rapid Release domains, the extended rollout commenced on 25 February 2026. Scheduled Release domains will see a gradual rollout starting from 16 March 2026.

These updates underscore Google Workspace's ongoing commitment to integrating advanced AI capabilities to improve daily operations and administrative oversight. Administrators are encouraged to review these changes and prepare their organisations accordingly.