Usage, capacity and entitlements¶

Draft. Usage measurement and commercial entry services are implemented. The guide follows the intended Tenant Admin Final Screens; the inspected frontend uses preview data. Environment availability still needs verification. Connected operation, live delivery and reader acceptance remain unverified.

Usage and Capacity helps an organization understand its recorded activity, licensed capacity and storage position before deciding whether to buy more capacity or change plans. It brings together information with different owners: the subscription records purchased seats, the plan defines available allowances and products, and usage measurement records requests and stored data.

An allowance is a commercial boundary. A measurement describes recorded consumption. An entitlement makes a capability commercially eligible. None of these alone grants a person permission to perform every action. Membership, roles and permissions explains the other access requirements; workspace creation and trials explains the initial subscription.

Use the usage and capacity guide for the intended review and Billing handoff. Prices and quantities shown in design examples are illustrative, so this documentation does not reproduce them as current offers.

Understand the capacity snapshot¶

Licensed seats are not a count of people currently signed in. The gap between licensed seats and the plan ceiling is capacity that could be purchased; it is not a promise of free seats or a count of immediately available invitations. Active memberships, pending invitations, product licenses and add-on assignments have their own rules.

A limit marked unlimited is different from zero and from a missing limit. Similarly, a missing measurement must not be treated as unlimited capacity. The current usage response does not reliably distinguish an absent storage measurement from a measured zero. An unexpectedly empty or unchanged display therefore needs investigation before a capacity reduction.

Confirm an unexpected unlimited label with your workspace administrator before relying on it. The available plan information can mark an absent limit as unlimited. Compare the workspace's actual plan terms and purchased capacity before changing your commitment or assuming more capacity is included.

What usage figures measure¶

The intended Current Usage Window follows the subscription's billing period unless a different period is requested. If subscription dates are unavailable, the backend can use a recent 30-day window. Check the displayed period before comparing two summaries. The inspected Final Screen mentions choosing another range but does not show a range selector; the guide does not invent one.

Total Requests counts recorded eligible API requests. It is not a count of page views, people, completed business tasks or all network traffic. Some requests bypass measurement, including actual WebSocket connections and authentication routes configured to skip it. Requests rejected by the gateway's short-window limiter also stop before the metering step. A failed measurement submission can leave activity unrecorded.

Avg Latency is the arithmetic mean of recorded request durations. It is not the median or a guarantee of how quickly a whole business process completes. Client Errors and Server Errors summarize recorded HTTP error categories; they do not identify the responsible person or prove that a business operation had no side effects. A high count calls for investigation, not automatic blame or repeated submission of the same operation.

Storage figures have different meanings:

• Current file storage uses the latest retained snapshot at or before the period end. That snapshot can predate the period start.
• Peak and average storage are calculated from recorded hourly values. They are not continuous monitoring of every change, and a later change within an hour can replace that hour's earlier value.
• Database storage describes the persisted database footprint measured separately from document files. Shared-database figures are estimates based on each tenant's share of rows; dedicated-database figures use database sizes. These are not interchangeable with file-storage allowance.

The implementation converts storage bytes using 1,024 cubed while labelling the result GB. Different tools may display the same bytes differently. Support should compare the underlying quantity and period before declaring a discrepancy.

Usage through the assistant¶

The assistant's workspace usage summary still needs integration work. The backend can read figures for a specified period, but those figures are not fully passed into the current conversation response. A heading, reference or missing number is not evidence of zero usage or spare capacity. Use the confirmed, authorized Usage view or ask support to verify the source figures before making a capacity decision.

A newly returned summary does not prove that storage was measured just now. Past usage can also be shown alongside today's allowance. Confirm the workspace, reporting period, applicable plan and measurement freshness before comparing summaries or buying or reducing capacity. Access can change while the request is being handled; an unavailable answer does not change your existing usage, subscription or purchased capacity.

Reports, warnings and enforcement¶

The monthly request allowance, short-window request throttle and storage checks serve different purposes. The inspected monthly metering path can raise a threshold event when recorded calendar-month usage reaches 80% of a positive allowance. It does not itself block the next request at the monthly total. The dashboard's billing period can differ from that calendar month.

Short-window throttling limits eligible requests for a particular person within a workspace. When it rejects a request, the response advises how long to wait before trying again. Rapid retries can continue to hit the limit. An unlimited monthly allowance does not imply unlimited short-window traffic.

The inspected WorkOS upload check compares recorded file usage plus the submitted file size against a finite storage limit. A configured period after a downgrade can allow an over-limit upload with a warning. This is not a universal grace period for every upload or subscription change. Different document transfer paths have their own checks, and simultaneous uploads are not proven to share a reservation in this particular filter.

Storage measurement can also raise an 80% threshold event. Event creation is not proof that a notification reached an administrator. Do not depend on receiving a warning before reviewing capacity.

Changing capacity has a separate lifecycle¶

The intended Usage flow offers five choices: add licensed seats, purchase recurring Advanced HiveComms access, add recurring storage, schedule recurring storage reduction, or select a plan change. Each begins with quantity and eligibility review and continues into Billing for the commercial summary.

The server validates seat additions against the recorded plan ceiling, storage quantities against configured pack increments, and new target plans against their active, published, self-service and non-quote-only status and seat band. Storage reduction must correspond to a combination of active packs that are not already pending cancellation. The old one-off storage-credit purchase path is retired and rejects new purchases.

Purchasing add-on capacity and assigning it to a member are separate operations. A paid add-on does not replace an active base product license or the person's permissions. See member access before allocating purchased capacity.

Scheduled storage removal normally uses the current period end; the implementation falls back to the current time when that date is absent. A plan change uses its own request, payment and application rules. An eligible paid change without remaining paid coverage can require the full target term. With remaining paid coverage, a higher base cost can require a charge for the remaining paid time, including prepaid terms; a change with no charge is normally scheduled for that coverage's end. Without remaining paid coverage, a no-charge change can be due immediately. A saved request still needs to be applied before its target becomes current.

Review the recurring commitment separately from the amount due now. Base seats, named add-ons and storage can use different pricing and proration rules; an add-on can carry a full-period charge when usable remaining-period information is absent. Use the saved Billing summary and its currency, tax and effective date. Purchase types and review points explains the differences without treating a purchased quantity as already-assigned access.

The design's trial restriction has a matching rule when recurring seat add-ons are applied: they cannot be added while the subscription is in trial. However, checkout initiation does not enforce the same trial check, so being allowed to begin a request is not proof that the add-on can be applied. This mismatch needs implementation reconciliation. Some suspended-workspace purchase paths also exist; a blanket active-subscription message does not explain every recovery case. Confirm eligibility before proceeding and investigate an existing uncertain request before starting another.

A new plan-change request requires a current workspace administrator and an active workspace or a recorded billing suspension. A manual/support pause does not qualify for that recovery route. A subscription still managed by an external recurring-payment arrangement must complete the supported billing transition before starting a new plan checkout; an existing saved request follows its own recovery checks. Adding seats or storage has a different purchase path, so eligibility for one action does not establish eligibility for all five. Workspace recovery explains why a purchase cannot be used to lift a manual pause or guarantee access for every member.

History and operational limits¶

Request and storage measurement history is subject to separate retention settings, both defaulting to 90 days in the inspected options. Actual environment settings can differ. This is usage history, not document retention, billing invoice retention or the activity-history legal hold described in workspace policy.

Retention can delete all old storage snapshots, including the latest unchanged one. Daily file reconciliation records an adjustment only when the difference exceeds its threshold. Together with missing measurement status, this means that a displayed zero or an old unchanged figure is insufficient evidence that a workspace is empty. Refreshing the page does not force a new storage scan.

The draft covers the observed Usage entry family and core measurement paths. Full reconciliation of all entitlements, upload mechanisms, notification consumers, commercial workflow outcomes, state/device variants and operational recovery remains open. Technical details and source evidence are maintained separately for engineering and operations.