Review usage and plan capacity¶

Draft journey based on the Tenant Admin Final Screens. The frontend is still work in progress and the inspected pages use sample data. These steps describe the intended experience; a connected, deployed journey has not been verified.

Use Usage to review the workspace's recorded activity and available capacity before making a commercial change. Use Billing to review the resulting commercial summary and subsequent status. Opening a dialog or continuing to a summary is not proof that payment succeeded or capacity changed.

Before you begin¶

Confirm the workspace name and link in Tenant Admin. You should have responsibility for its administration and authority within your organization to request commercial changes. The preview's visible or enabled buttons do not prove that your account has the required production permission.

Have the intended seat count or storage change ready. For a plan change, think about the final seat count and required products, not only the plan name. For a reduction, check current use and expected growth first. Ask the appropriate administrator or budget owner to review uncertain measurements or business requirements.

If you are an ordinary member who cannot open Tenant Admin, report the workspace and the action you were trying to complete to your administrator. Buying capacity and assigning access are different tasks: a member can still need a product license, an add-on assignment or a role change after a purchase.

Review the workspace before choosing an action¶

1. Open the intended workspace in Tenant Admin and choose Usage in the side navigation.
2. In Usage and Capacity, read Capacity Snapshot. Compare Licensed Seats with Seat Allowance, and review Storage Allowance, Extra Storage, Storage Used and Storage Available.
3. Check Current Usage Window, especially Period. Review Total Requests, Avg Latency, Server Errors and Client Errors for that same period.
4. Review Storage and Database Pressure. File and database storage are separate measurements. The displayed peak is based on recorded samples, not every change that may have occurred.
5. Read Before You Continue, then choose the action that matches your need. Use Compare Plans for orientation; confirm current eligibility and commercial terms in the actual Billing flow.

The design includes Refresh Usage. Its intended purpose is to request an updated view of recorded usage. It does not request an immediate full storage scan or reconstruct missing requests. The inspected prototype links this button to the plan-change dialog by mistake, while the frontend currently links to the same preview route. Treat an unexpected plan-change dialog as an unfinished interaction, not a required refresh step.

The screen mentions selecting a different date range, but no range control was observed in this Final Screen. Do not assume that clicking Period opens a picker. Date-range and refresh outcomes still need implementation/design reconciliation.

Add licensed seats¶

Choose this when the workspace needs a larger recurring seat quantity and the current plan can accommodate it.

1. In the Add Seats card, choose Review Seat Addition.
2. Review Current licensed seats, Seat allowance and Seats available now. Here the available figure describes the gap to the plan ceiling; it is not a count of unassigned member invitations.
3. Enter the additional quantity in Seats to add. Enter the number to add, not the final total.
4. Review the seat-fit and subscription messages, then choose Continue to Summary.
5. In the intended Billing handoff, confirm that the summary is for a seat addition in the correct workspace and review the final line items, currency, timing and payment requirement before proceeding.

Choose Cancel to return to Usage without continuing this entry. If the requested total does not fit the plan, reduce the addition or assess a suitable plan change. Do not infer that a saved request immediately makes new invitations or licenses available; confirm the applied result and then use the relevant member-management process.

Purchase Advanced HiveComms access¶

Choose this when the workspace needs recurring add-on capacity for eligible members. This does not replace their base WorkOS access.

1. In Add-On Access, choose Review Add-On Access.
2. Review the current plan, licensed seats and the named access being purchased.
3. Enter the intended quantity in Add-on seats.
4. Read the plan-eligibility and paid-plan messages, then choose Continue to Summary.
5. Confirm that Billing is reviewing the named add-on and the correct quantity. Once purchase/application is confirmed, use member management to assign purchased access to the appropriate people.

The inspected prototype currently sends the add-on entry action to the seat dialog, and its own Continue action to a seat summary. The intended add-on frames exist; these wrong links are recorded for correction. Do not continue with an ordinary seat purchase when the intention is add-on access.

Recurring seat add-ons cannot be applied while the subscription is in trial, matching the design's restriction. The earlier checkout stage does not enforce that same check, so an accepted request or available payment page is insufficient evidence of eligibility. Resolve the trial through the appropriate subscription process before purchasing add-on access; ask support to investigate any existing uncertain purchase first. The connected flow still needs consistent eligibility checks, quantity limits and recovery handling. Do not use an enabled preview button to bypass a restriction.

Add recurring storage¶

Choose this when more file-storage capacity is needed without changing the base plan, and the plan allows recurring storage packs.

1. In Add Storage, choose Review Storage Addition.
2. Review Storage used, Available now and Extra storage now.
3. Enter the additional capacity in Storage to add (GB). The backend requires the current plan's configured pack increment; the example quantity is not a universal pack size.
4. Read the recurring-storage notice and choose Continue to Summary.
5. Check the recurring line item and any first charge in Billing. Confirm the applied capacity later; continuing to the summary does not itself prove that storage is ready to use.

Adding storage does not select a new plan tier. A retired one-off storage-credit purchase is not an alternative to this recurring-pack flow. If pack purchasing is unavailable, review eligible plans or ask your administrator/support to explain the current commercial options.

Schedule a storage reduction¶

Choose this when purchased recurring storage is no longer needed. This reduces capacity; it is not a document-deletion tool.

1. In Reduce Storage, choose Review Storage Reduction.
2. Review Extra storage now, Storage used and Base allowance. Resolve missing, unexpectedly zero or stale-looking usage before relying on it.
3. Enter Storage to remove (GB). Only a supported combination of active recurring packs can be selected; packs already awaiting cancellation cannot be selected again.
4. Choose Continue to Summary and check that Billing shows a reduction, with the intended quantity. Confirm its effective date and the capacity that will remain before approving the change. A summary is still required when no payment is due now.
5. Retain the workflow reference and check the later applied result before treating the reduced allowance as current.

The design describes removal at the end of the billing term. The backend normally uses that date but falls back to the current time if the period end is missing. Confirm the actual effective date rather than assuming a full term of notice.

The prototype currently sends the reduction action and Continue action to storage-purchase screens. These are recorded design defects. Stop an unexpected purchase journey and return to Usage; do not submit a purchase to achieve a reduction. Cancel returns from the intended entry dialog. It is not evidence that an already scheduled Billing workflow has been cancelled.

Select a plan change¶

Choose this when the workspace needs a different combination of seat range, storage and products.

1. In Change Plan, choose Select Plan Change.
2. Select an available Target plan.
3. Enter the final total in Licensed seats. Unlike a seat addition, this is the intended total after the change.
4. Confirm that the total fits the selected plan's range. Review the Billing notice and choose Continue to Summary.
5. Review the amounts and payment requirement shown in the commercial summary. Confirm the change's timing and product-access consequences before approving it. The saved effective date and payment requirement determine the next step; a no-charge request can still be awaiting application.

For a new plan-change request, you must be a current workspace administrator. The workspace must be active or suspended specifically for billing. A manual or support pause needs its own recovery process; buying capacity does not remove that restriction. If an external recurring-payment arrangement still manages the subscription, complete the supported billing transition before requesting a new plan checkout. Use the existing reference when recovering a saved request.

A paid target without remaining paid coverage can require payment for the full new term. With remaining paid coverage, a higher base cost can require a charge for the remainder, including prepaid terms. A no-charge change is normally due at the end of remaining paid coverage, or immediately when there is none, but still needs application. Review how plan changes work before relying on a zero amount, a tier label or a preview date. Changing neither plan nor seat total is not a way to renew or end a trial; use the appropriate subscription-payment process.

Quote-only plans can appear in Compare Plans without appearing in the self-service selector. Their presence is not an activation or deployment promise. Use the commercial request process for those plans; workspace creation and trials describes the inspected quote-entry journey.

The current preview contains fixed plan and seat examples. A displayed price, default seat count or summary state is not a quote or a server-approved transition. Read the actual Billing response when integration becomes available.

Understand unexpected figures and blocked actions¶

Guidance for managers, executives and support¶

Use these figures to plan capacity and ask better questions. They do not by themselves establish employee productivity, business outcomes, invoice accuracy or a complete incident history. Request count is not completed work, and low average latency can hide individual slow operations. Compare equivalent periods and ask whether measurements were current and complete.

Before approving a change, confirm who needs access, which products they need, whether existing assignments can meet the need, and who will own the recurring cost. For a reduction or downgrade, review affected members and workflows as well as the quantity. Coordinate assignment and verification after the commercial change rather than assuming a purchase automatically grants every permission.

When contacting support, provide the workspace name/link, period shown, observation time, intended action, safe error message and existing Billing reference. Do not send passwords, access tokens, verification codes or document contents. Platform staff and operators should investigate through their authorized tools; this customer journey does not grant staff authority or define a production runbook.

The user/business walkthrough and remaining desktop/mobile, error and recovery variants are still pending. Documented limits are open reconciliation items, not claims that the incomplete frontend or design defects are finished.