Google Workspace for Education's licensing model ensures the product is deployed in a manner that aligns with our Google Workspace for Education terms of service. Key requirements are outlined in detail in this article, providing clarity on current and future policies governing the purchase of Google Workspace for Education subscriptions. By adhering to these requirements, you can maximize the benefits of Google Workspace for Education while ensuring compliance with established guidelines.
Google Workspace for Education licensing
Review Google Workspace for Education licensing model
Beginning in 2024, Google Workspace for Education transitioned to a per-user licensing model in which all active users, including all students and staff in a domain, be assigned an Education Fundamentals license. This allows active users in your organization full access to the tools and capabilities included in Education Fundamentals.
For users who do not require full access to Education Fundamentals we introduced new, free of charge license types - Gmail Only and Archive User - to help administrators ensure their users have access to the right level of functionality. When assigned, these new license types free up Education Fundamentals licenses to be assigned to future users within your domain - because every active user requires an Education Fundamentals license.
When purchasing a paid Google Workspace for Education edition, the same model of per-user licensing for all active users applies. This reflects our policy that Education Standard and Education Plus subscriptions are designed to cover all active users within an organization, not just a subset. To ensure your users have access to full product functionality, you must do the following:
- License every active user–Purchase enough paid licenses (Education Standard or Education Plus) to cover every user who has an Education Fundamentals license.
- Assign licenses– For each user, administrators must ensure users have both the Education Fundamentals and a paid license (Education Standard or Education Plus) assigned.
Google Workspace for Education pricing and licensing updates
Beginning in 2025, we are changing our pricing and licensing model.
Streamlining the Education Standard and Education Plus licensing model:
We are moving to a single license type for both Education Standard and Education Plus subscriptions. Previously, Education Plus had different licenses for staff and students because they had different features based on the user. Moving forward, all licenses have access to the same features, so we're moving to one single license type for all users. This single license type will simplify licensing assignment and ordering processes, unify support start and end dates for clearer subscription management, and will help speed up the ordering and renewals process.
For more information about the transition to a single license type, go to Transition to a single license type Help Center article and the updated Google Workspace for Education Licensing Guide. In some cases, customers will need to take action to reassign their Education Standard (Staff) or Education Plus (Staff) licenses.
| Previous model | Current model |
|---|---|
| Customers purchasing Education Plus or Education Standard receive 1 staff license at no cost for every 4 paid student licenses. |
There will no longer be separate staff and student licenses. This means you will no longer receive a staff license at no cost for every four student licenses purchased. Instead, customers should cover each of their active Education Fundamentals licenses with either an Education Plus or an Education Standard license. Renewing Education Plus customers increasing their paid licenses by 10% may qualify for a 10% discount on the first year of their renewal as they make this transition to a single license type. This discount will be available for 1 year, until February 1, 2027. To manage the transition smoothly, Google should receive a renewal order from at least 7 days before the existing subscription end date. |
Minimum purchase requirements
We have updated the minimum purchase requirements to reflect the transition to a single license type for Education Standard and Education Plus subscriptions. Customers can also assign Gmail only or Archive user licenses as needed to manage licenses in their domain. The Gmail only license is an option for admins who want to provide certain users continued access to Gmail, Calendar, Meet (participant-only) and some other services, without using an Education Fundamentals license.
Refer to the Google Workspace Services summary for more information.
| Previous model | Current model |
|---|---|
Customers are required to purchase the greater of:
|