Accessing and using Google Workspace for Education

Overview

Google Workspace for Education includes a range of online apps that support learning, teaching and collaboration, including:

Drive
Docs
Sheets
Slides
Vids
Forms
Meet
Sites
Chat
Calendar
Gemini
Notebook LM

All learners and practitioners have access to Google Workspace for Education Fundamentals. To access additional features and enhanced functionality, practitioners can upgrade to the Google Teaching and Learning licence.

How to access Google Workspace for Education

There are 3 ways you can access Google Workspace for Education:

Log in to the Hwb website and click the Google for Education app on the Hwb dashboard. Choose a Google app by clicking on the ‘waffle’ in the top right-hand corner.
Navigate to google.com and log in using your Hwb credentials. Once logged in, choose a Google app by clicking on the ‘waffle’ in the top right-hand corner.
If using an iPad or other mobile device, download individual apps (Classroom, Drive, Docs) from the App Store or Play Store and sign in using your Hwb credentials.

Once logged in, check the top right corner of the screen to ensure that Google is signed into a Hwb account and not a personal Google account.

Language settings

The language will automatically appear in the language that is set in the Hwb User Management Portal. Find out more about changing language settings.

How Google Workspace for Education can support schools

Learners and practitioners can collaborate and give feedback in real-time on documents, presentations, and projects.
Access work, resources, and feedback at any time, from any device.
Built-in accessibility features such as screen readers, voice typing, live captions, and display customisation.
Support personalised learning using tools and features to adapt and differentiate tasks.

Visit the Google Learning Center to access practitioner Google training opportunities.

Key considerations

Ensure that the use of Google for Education aligns with wider school policies such as safeguarding, digital literacy, online safety, acceptable use and data protection.
Google for Education is accessible via a web browser or mobile apps and is compatible with most devices.
Gmail is not available through Hwb.
Only practitioners have access to Gemini and Notebook LM.
Read our live lessons guidance when using Google Meet for learning continuity.

AI in Google Workspace for Education

The following Google Workspace apps available through Hwb include built-in artificial intelligence (AI) features:

Gemini
NotebookLM

Practitioners and learners have access to the core Google Vids app through Hwb. Advanced AI features, powered by Gemini in Vids, such as automated video generation and voiceovers, are only available through the Google Teaching and Learning licence.

Data assurances

Practitioners using Google Workspace for Education through Hwb benefit from enhanced protections and controls provided through enterprise data protection, however schools remain the data controller for any information entered and are responsible for how the data output is used.
Schools should consider if their current DPIA should be updated or a new Data Protection Impact Assessment (DPIA) is needed.
Where a school is considering using any Google Workspace for Education apps in a way that may involve personal or special category data, this should be assessed and supported by a local Data Protection Impact Assessment (DPIA), alongside advice from the school’s data protection officer, to ensure risks are appropriately identified and managed in the local context. Examples of personal and sensitive category data include:
- personal data includes information such as names, email addresses, learner identifiers, dates of birth or any information that could identify an individual
- special category data includes more sensitive information such as health information, safeguarding details, additional learning needs or equality and diversity data
Prompts and responses used in Google’s AI tools will not be reviewed by humans and are not used to train the underlying large language models (LLMs).
Data in Google Education Workspace for Education is not used for advertising or marketing. Data is not sold to third parties, and the data processing agreement complies with GDPR requirements for privacy and security. Read Google for Education's privacy notice for further information.