There is a wide range of apps and extensions available that give additional functionality to Google Workspace apps as well as standalone tools that can integrate with your Google account. As these may access your data in Google Workspace, use of these needs to be approved by your Local Authority or Establishment.
Your Local Authority or Establishment may choose to force install these services or may whitelist them for users to install or access.
What are apps and extensions?
- Chrome apps are generally standalone tools made available through the Web Store and may work offline. An example of this would be tools to create a document or produce audio files. Google are in the process of retiring these with many developers already converting these into extensions or their own websites with integration to Google Workspace. More details can be found on the Google Support Blog
- Extensions are additional features that can be installed and generally enhance functionality in Google Workspace services. These appear on the browser toolbar and tend to run online only. If these also need to access Google Workspace data then both the extension install and data access would need to be approved by your Local Authority or Establishment.
- Web Apps are standalone tools that have their own site but integrate with Google Workspace to use the account to sign in and store information. For example, a Web App may read and write to files in a user’s Drive. These tend to run online only and will need your Local Authority or Establishment to approve use if it is accessing data.
The Chromebook App Hub gives details on a number of apps with educational value as well as providing links to privacy policies that will help in any review before making a request for an App to be added to your tenancy.
Please be aware that these tools may contain video and/or voice recording technology. As the Data Controller, please ensure all data is handled in line with your organisations data handling policy, the GDPR and the Data Protection Act. Should you require further information relating to the handling and management of this type of data please refer to your Data Protection Officer.
Where can I find apps and extensions?
Google Play Store
Android apps and games for Chromebooks
Chrome Web Store
Extensions and themes for Chrome browser
Google for Education App Hub
Showcases the best educational based apps for Google for Education
Google Workspace Marketplace
Extends the functionality of Google Workspace and Chromebook
Chrome Web Apps
Websites Requiring Google Account Sign in Also called Progressive Web Apps – PWAs
APIs and how to obtain the Client ID
Required when a service requires access to a users’ Google data
Apps and Extensions that have been enabled in some Glow Google Tenancies
Although these Apps and Extensions have been enabled in some Glow Google Tenancies, please note that there are many other Apps and Extensions. The sites below can be used to browse all Apps and Extensions.
How do I get an app or extension installed?
If you feel that an app, extension or web service integration would be beneficial to your local authority or establishment, please get in touch with your Glow Key Contact.
An Application for Apps and Extensions will need to be completed and submitted by your Glow Key Contact and include approval from your Information Security Officer. Consideration should be given to the educational value, security and privacy of the app or extension, including GDPR compliance. There should also be a decision on whether the app should be available for Staff, Learners or both.
Please note that only Glow Key Contacts have permission to complete the form. If you are a Glow Key Contact and are unable to access the form, then please reach out to Glow.Engagement@educationscotland.gov.scot.
App Application Form
When ES receive App Application Forms – these will be validated, assessed by the Info Sec team if necessary, and processed through our Governance processes before passed to RM to implement on your Glow Google tenant.
In summary:
Locations for Google Apps and Extensions
| Available to ALL Users in Tenant | OU Split for Teacher/Student | Notes | |
|---|---|---|---|
| Google Play Store Android apps and games for Chromebooks | YES | YES | Set to Allow Install as a minimum |
| Chrome Web Store Extensions for the Chrome browser | YES | YES | Extensions need to be set to Force Install for users to be able to use if they do not have access to additional services |
| Google for Education App Hub Education apps Google for Education and Chromebooks | YES | YES | Same as Google Play Store apps |
| Google Workspace Marketplace Extends the functionality of Google Workspace and Chromebook | YES | YES | Client ID may be required |
| Websites (PWAs) Require sign in using Glow Google account | YES | NO | Client ID may be required |
| Web App (Progressive Web App = PWA) | Chrome Web Store App/Extension |
| Can be used in any browser User may need to log in using their Google account In Glow these are restricted by default and each web service needs approved by the authority (LA) before added to a trusted list Whitelisting web services is for all users and cannot be split Check T&Cs for age restrictions as well as any geographic restriction | Deployed via Chrome Web Store Added into Google Admin to allow downloading Standalone installation Can be pushed to users Some need access to Google services data (e.g. Drive) therefore need to be whitelisted in order to use Google service APIs – Client ID(s) therefore needs whitelisting Can be set for Teacher/Student use Only used via Chrome browser or Chromebook Check T&Cs for age restrictions as well as any geographic restriction |