Usage Monitoring

Track your Kuviq usage against subscription limits.

Overview

The usage page helps you:

• Monitor current usage vs plan limits
• Plan for growth
• Avoid unexpected limit issues
• Decide when to upgrade

Accessing Usage

1. Navigate to Admin > Subscription
2. Click on Usage tab

Or directly to Admin > Usage.

Usage Dashboard

Overview Cards

The dashboard shows at-a-glance usage:

Metric	What It Shows
Items	Current / Limit
Users	Active / Limit
Locations	Count / Limit
Storage	Used / Allocated

Visual Indicators

Usage bars show status:

Color	Meaning
Green	Healthy usage (under 70%)
Yellow	Approaching limit (70-90%)
Red	Near/at limit (over 90%)

Tracked Metrics

Items

What counts:

• Active items in your organization
• Includes all item statuses except deleted

What doesn't count:

• Deleted items
• Archived items (if feature enabled)

Users

What counts:

• Active users
• Pending invitations

What doesn't count:

• Deactivated users

Locations

What counts:

• All locations (parent and child)
• Active locations only

Storage

What counts:

• Inspection photos
• Uploaded documents
• Exported reports (retained temporarily)

What doesn't count:

• System data
• Configuration

Inspections

Inspections typically don't have limits, but you can track:

• Monthly inspection count
• Historical trends
• Inspections by type

Usage Alerts

Automatic Alerts

Receive notifications when:

Alert	Trigger
Approaching Limit	80% of limit reached
At Limit	100% of limit reached
Over Limit	Usage exceeds plan limit

Daily Threshold Notifications

When your usage approaches or exceeds plan limits, Super Admins receive daily threshold notifications that include:

• Current usage vs. plan limit
• Overage amount (if applicable)
• Estimated overage charges
• Link to manage usage or upgrade

Alert Recipients

Alerts are sent to:

• Super Admins
• Admins (optional)
• Custom email list (configurable)

Configuring Alerts

1. Go to Admin > Usage
2. Click Alert Settings
3. Configure:
   • Alert thresholds
   • Recipients
   • Frequency
4. Save

Usage Trends

Historical Usage

View usage over time:

1. Go to Usage page
2. Select metric (Items, Users, etc.)
3. Choose time period
4. View trend graph

Trend Analysis

The graph shows:

• Daily/weekly/monthly usage
• Growth rate
• Seasonal patterns
• Projection to limit

Forecasting

Based on trends, see:

• Estimated time to reach limit
• Recommended upgrade timing
• Growth rate calculation

Approaching Limits

When Approaching Item Limit

Options:

1. Upgrade - Move to higher plan
2. Archive - Archive unused items
3. Delete - Remove unnecessary items
4. Review - Audit for duplicates

When Approaching User Limit

Options:

1. Upgrade - Add more user seats
2. Deactivate - Remove inactive users
3. Review - Check for unused accounts

When Approaching Storage Limit

Options:

1. Upgrade - Increase storage allocation
2. Clean up - Remove old attachments
3. Export - Export and archive old data

At the Limit

What Happens

When you reach or exceed a plan limit, behavior depends on the resource type:

Metric	What Happens
Users (seats)	Additional users billed as per-seat overages
Items	Overage charges apply or creation blocked (plan-dependent)
Locations	May be blocked on Starter plan
Storage	Cannot upload new files until storage is freed

Overage Billing

Instead of hard-blocking, many resources now support overage billing:

• Overages are tracked automatically
• Charges appear as line items on your next invoice
• Super Admins can review overage rates in Admin > Subscription > Overage Settings
• Daily threshold notifications keep you informed

Existing Access

When at or over limit:

• Existing data remains accessible
• Can edit existing records
• Can delete to free space
• Can complete in-progress inspections

Managing Overages

1. Quick fix: Deactivate unused users or archive items to reduce count
2. Short term: Review overage pricing and adjust as needed
3. Long term: Upgrade to a plan with higher included limits

Managing Usage

Reducing Item Count

To free up item slots:

1. Go to Items
2. Filter by status or date
3. Identify unused items
4. Delete or archive

Reducing User Count

To free up user seats:

1. Go to Admin > Users
2. Review last active dates
3. Deactivate inactive users

Reducing Storage

To free up storage:

1. Review large attachments
2. Export old inspection photos
3. Remove unnecessary files

Usage Reports

Generating Reports

1. Go to Admin > Usage
2. Click Generate Report
3. Select:
   • Time period
   • Metrics to include
   • Format (PDF, CSV)
4. Download

Report Contents

Usage reports include:

• Current usage snapshot
• Historical trends
• Growth projections
• Recommendations

Scheduled Reports

Set up automatic usage reports:

1. Go to Usage > Reports
2. Click Schedule Report
3. Configure:
   • Frequency (weekly, monthly)
   • Recipients
   • Metrics
4. Save

API Access for Usage

Usage API

If you have API access:

GET /api/v1/organization/usage

Returns current usage data for integration.

Use Cases

• Internal dashboards
• Capacity planning tools
• Automated monitoring

Best Practices

Regular Monitoring

1. Check usage weekly
2. Set alert thresholds appropriately
3. Review trends monthly
4. Plan upgrades proactively

Capacity Planning

1. Track growth rate
2. Forecast future needs
3. Budget for upgrades
4. Avoid last-minute scrambles

Data Hygiene

1. Regularly archive old items
2. Deactivate departed users promptly
3. Clean up unused test data
4. Review duplicates

Troubleshooting

Usage Seems Wrong

• Check what's counted (active vs all)
• Review recent additions
• Check for pending items
• Contact support if discrepancy

Alerts Not Received

• Verify alert settings
• Check spam folder
• Confirm email addresses
• Test alert delivery

Can't Reduce Usage

• Some items may have dependencies
• Users may have assigned items
• Contact support for help

Next Steps

• Plans - Compare available plans
• Billing - Upgrade your plan
• Trial - Trial period details