Manage HiveAI credits and budgets¶

Use this guide to understand workspace credit, review a monthly budget and recover from blocked or uncertain paid work. The editing steps follow the inspected Tenant Admin Final Screens. Frontend delivery is still in progress; use these steps where the supported interface is available in your environment.

Before you begin¶

Choose the correct workspace and confirm that you have permission to read its AI credits. Permission to view a budget does not grant permission to change it. Budget changes require the workspace's delegated policy-management authority; department changes also require Advanced access.

The intended screen shows your personal budget. That wording does not give every user permission to create or increase a limit. A read-only user should ask an authorized administrator to make a change.

Budget saves and removals have an unresolved backend processing constraint. Treat the steps below as the intended journey and confirm the saved result before relying on a change. If saving fails, ask support to investigate rather than repeatedly submitting it.

Buying prepaid packs requires current tenant-administrator membership. External participants and ordinary members should ask their workspace contact for help rather than assume access to billing or another person's budget.

Read workspace credit¶

In the available Tenant Admin experience, open AI credits and budgets within Billing. Confirm the workspace shown in the navigation rail before interpreting its figures.

Read Workspace Credits together with Added, Used, Held, Expired and the update time. The large available figure already accounts for the holds and charges; do not subtract them a second time.

The inspected design example shows 1,500,000 added, 800,000 used and 50,000 held, leaving 650,000 available before any expiry or adjustment. These are illustrative values, not your organization's balance.

A platform-funded correction can increase available credit without erasing the original charge. If the visible funding fields do not explain the total, ask support to reconcile the correction rather than assume that usage was deleted.

Read your monthly budget¶

Read Your Monthly Budget separately from workspace credit:

1. Confirm the monthly dates and the UTC label.
2. Read the configured limit and the amount remaining.
3. Review Used and Held. Both reduce the amount available under the limit.
4. Check the warning thresholds and the active-from time.
5. Check any unavailable or read-only message before attempting a change.

A budget of 200,000 microcredits with 120,000 used and 10,000 held has 70,000 remaining. That does not guarantee a new request will fit: the workspace also needs enough spendable credit, the requested reservation must fit, and any applicable team or department limit must allow it.

A month starts at midnight UTC on its first day and ends at the next month's first day. It is not a rolling 30-day period or necessarily your local calendar date. Existing work settles against the budget period recorded when its credit was reserved.

Set a personal monthly budget¶

The intended design shows Set a budget when no personal budget is configured.

1. Select Set a budget.
2. Enter the required Monthly limit (microcredits).
3. Optionally enter First warning and Second warning.
4. Choose the Start date and time (UTC).
5. Review Activate budget. An inactive budget does not enforce its limit on new reservations.
6. Review the scope and values, then select Create budget when the form is valid.
7. Read the current budget again and confirm the saved limit, warning values, start time and enabled state.

The monthly limit and any supplied warning must be greater than zero in the Tenant Admin request. Keep both warnings within the limit and keep the first no higher than the second. Leave an optional warning empty when you do not want it; do not enter zero as a substitute.

The design does not establish every validation, successful-save or failed-save transition. If the result is uncertain, reread the budget before submitting another change. The first save may have completed.

Edit a budget¶

Select Edit budget on the intended summary, review the current limit and remaining amount, then update the limit, optional warnings, UTC start time or activation setting. Select Save budget and verify the resulting current policy.

Changing the limit does not reset this month's recorded usage. If you lower it below held and settled usage, the remaining amount can be zero and new reservations can be denied. Existing reservations continue through their recorded settlement or release process.

Moving the effective date into the future makes that policy inapplicable to new reservations until the new date. It does not create a second policy that runs alongside the old one. An authorized administrator should review that effect before saving.

If someone else changes the budget while you are editing, refresh the current values and deliberately prepare the change again. Do not keep retrying a stale form or assume that the last visible value is still current.

Remove a budget¶

In the intended editing popup, select Remove budget. The confirmation shows the monthly limit and warnings that will be removed.

Read What will change. Select Keep budget to cancel or Remove budget to proceed. Then reread the policy to confirm the outcome.

Removing the policy removes that spending limit and its warnings. It does not add workspace credit, erase used credit, release active reservations or remove other applicable scope limits. The underlying monthly counters remain; recreating a budget in the same month does not provide a fresh usage allowance.

Understand warnings and hard limits¶

The first and second warning levels are informational thresholds. Crossing them can produce warning states while work remains allowed. The inspected path does not establish automatic email or push notifications at those thresholds.

The hard limit is checked against the full new reservation, including credit already held and settled. Exactly reaching the limit is allowed; exceeding it is denied. A smaller final charge does not justify starting work that cannot obtain its required reservation.

Review the current coverage limitation before relying on team or department limits. A successful request does not verify that every expected organizational limit was included; reconcile the expected memberships and saved records with support.

A user, team and department can constrain the same request. The tightest applicable remaining allowance can be decisive. Do not add their counters together as though each row were a separate charge.

Distinguish an estimate from a charge¶

A question estimate is a nonbinding prediction based on the request and configured model. It does not reserve credit. The current design's phrase “Question estimates are maximums” needs reconciliation with that behavior.

Review any actual approved spending limit separately. Held credit shows a reservation; used credit shows settled accounting. A cost attached to one conversation part is not necessarily the accumulated cost of all its parts, speech, processing or scheduled work.

Use the conversation guide for current-part costs and original-request recovery. Use the briefing guide when a scheduled recommendation is missing.

Add prepaid credit¶

The inspected credit screen uses Go to Billing when no credit is funded or no credit is available. Follow that handoff and the supported Billing process in your environment.

An authorized administrator should review the offered pack, microcredit quantity, currency, price and expiry before proceeding. The backend supports small and large prepaid packs; a complete pack-selection and checkout screen journey was not established by the inspected credit frames.

Use the Billing guide to follow the existing purchase and payment workflow. After payment, confirm both its recorded outcome and the updated AI credit balance. A successful payment can precede balance delivery, and a payment mismatch can require review.

If payment or credit delivery is uncertain, keep the purchase reference and ask support to reconcile it. Starting another purchase can create a separate charge.

The subscription checkout recovery described elsewhere applies to eligible subscription payments. It does not provide a general retry for an AI credit-pack purchase. For missing purchased credits, preserve the original purchase and payment evidence so support can compare the recorded payment with credit delivery. A returned payment page or an unavailable balance is not proof that another purchase is needed.

Credit expiry and held work¶

Purchased packs expire 12 months after their verified-payment effective time. Spendable credit is selected from eligible lots with earlier expiry first.

Only unused, unreserved credit is expired by the expiry process. Credit held for work remains associated with that work until settlement or release. If unused held credit is released after its original pack has expired, it does not become a new unexpired pack.

Do not assume a daily maintenance run is the only time expiry matters. Balance reads account for expired unused lots, and new reservation allocation excludes lots that are not yet effective or have expired.

A future-dated administrative grant can appear in recorded funding before its lot is spendable. If credit appears available but a reservation is rejected, support should check the funding's effective time as well as its expiry.

Recover when work is blocked or uncertain¶

Protected provider, speech or document-processing usage can prevent ordinary reservation expiry from releasing credit. The passage of time alone does not establish that a reservation is safe to release.

For an eligible unknown provider outcome, recovery can settle the full reservation and release nothing, without asking the provider to generate again. A missing answer does not prove that the charge is an error. Support needs the accounting evidence to distinguish a valid charge, unresolved work and an eligible correction.

Refunds and platform-funded corrections¶

Unused purchased credit can be reserved while a governed refund is processed. That hold temporarily reduces what the workspace can spend. A completed refund removes the reserved grant amount; a cancelled refund can release its hold. Eligibility depends on the relevant purchased lot remaining unused, unreserved and unexpired.

A platform-defect adjustment is different. Authorized staff can credit an eligible, fully resolved tenant charge after recording the responsible staff member, reason and evidence. The correction is derived from the settled operation, and the original settled cost remains recorded.

Neither process is an automatic cash refund triggered by an error message. Provide the original purchase or work reference through an authorized support channel. Avoid sending confidential prompts or documents unless that channel is approved for them.

For managers and executives¶

Discuss budget scope, period, current holds and actual settled usage together. The personal summary does not list every organizational budget. A team total and its members' totals overlap.

A live balance is not a historical month-end statement. Do not use two differently dated current-balance reads to claim verified historical spending. The organization-intelligence guide explains that reporting limitation.

Use spending controls to govern permitted work. They do not establish value delivered, answer quality, financial return or individual productivity.

For administrators and support¶

Record the workspace, displayed time, affected budget scope, operation or purchase reference, and the exact unavailable or denial message. Compare the original result before initiating another paid operation or changing a policy.

Check policy applicability, current authority, scope membership, active holds, original monthly period, funding expiry and the recorded settlement outcome. Daily reconciliation can record a mismatch for investigation; it is not proof that every mismatch was automatically repaired.

Team and department budget management, mobile variants, full save/recovery transitions and pack checkout still require their own verified screen coverage. This guide preserves those limits while describing the implemented rules.