Usage
What the organization uses of what its plan includes, how close each figure is to its limit, and what happens at a limit.
Usage shows what the organization uses of what its plan includes, and how close each thing is to its limit. It is in Settings > Organization > Billing > Usage, under the plan's name. Change plan, at the top, opens Billing.
The page needs the Billing right: Owners, Admins and Billing Admins hold it, and a custom role can be given it (see Roles and permissions). Anyone else sees "You need the billing permission".
What is counted#
Included in your plan lists six rows, always in this order:
| Row | What it counts | Manage opens |
|---|---|---|
| Seats | Members who can act: active, not frozen, with access that has not ended, on an account in good standing. A pending invitation is not a seat. | Members |
| Records | Every record of every object, the organization's own included | no link |
| File storage | The files the organization stores, in GB, those in the recycle bin included | no link |
| Custom objects | The object types your organization added for the things it keeps (not its own activity types) | Custom objects |
| Industry packs | The packs switched on | Packs |
| Legal entities | Live legal entities. An archived one is not counted. | Legal entities |
Below the list, the AI credits card shows the AI credits available and what spent them. While a plan month is running it also shows how much of the month's included AI credits is used. Budgets & Spend opens the detail. AI credits explains it.
How a row reads#
- 12 of 100 with a bar. As a row nears its limit the bar and the figure turn to the warning colors. At 100% or more the row also shows Limit reached.
- Unlimited, 12 used: the plan sets no ceiling.
- Set by your contract, 12 used: the ceiling is whatever the contract names, and the page cannot read it.
- Not in your plan: the plan does not include it. After a downgrade the row reads Not in your plan, 3 in use, with Limit reached.
- Could not be read right now: never shown as unlimited.
If one of the three reads fails, the page says "We could not load" the part it could not read, and the other parts stay.
Records#
A record counts when its object is a thing a person keeps, such as a contact, a company, a deal or an invoice. The count includes records the platform's modules and industry packs bring, and a record in the recycle bin until it is destroyed.
These are not counted:
- Activities: emails, calls, notes, tasks and meetings.
- Document lines, stock movements, ledger entries and history.
- The platform's own setup objects: Department, Position, Calendar, Leave type, Leave policy, Location and Issue point. An object your organization added, or an industry pack's, always counts.
Records by object type splits the total, largest first. It shows five and says "and 4 more"; the round button on its edge opens the rest. Records of object types you may not read, and of types the organization no longer has, are counted together in one Other row, last.
At a limit#
Nothing that exists is blocked or deleted. Reading, editing, archiving and exporting keep working. Only making one more is refused, and the refusal names the number, the plan and where more are sold.
- Records. A new record, from the screen, the Agent, a workflow, a form or an import, is refused. An import that needs more room than is left is refused whole, never cut off part way. The refusal also says that records in the recycle bin count until it empties.
- Custom objects, industry packs and legal entities. One more is refused with the count and the plan's number.
- Legal entities beyond what the plan lets issue. Only the primary legal entity sends quotes, issues invoices and confirms orders. The others stay readable and editable; archiving one you no longer issue from frees its place.
- File storage. A new upload is refused. Files and storage has the sentence and the ways out.
Note: The count a create reads does not include a create made at the same moment. Two creates racing for the last place can both pass, so a plan can be passed by a few records.
A limit the contract has not named, or a plan that could not be read, refuses too, and the refusal says so. It is never read as no limit.
Ask the Agent#
The three usage tools can be read by the members of the organization (an external user is told "This organization's usage is shown to its own members."), so a member can ask the Agent "how close are we to our plan?" or "which objects hold the most records?" and get the same figures. The plans and their limits are on the pricing page.