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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​

Subscription Usage

Overview Cards​

The dashboard shows at-a-glance usage:

MetricWhat It Shows
ItemsCurrent / Limit
UsersActive / Limit
LocationsCount / Limit
StorageUsed / Allocated

Visual Indicators​

Usage bars show status:

ColorMeaning
GreenHealthy usage (under 70%)
YellowApproaching limit (70-90%)
RedNear/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:

AlertTrigger
Approaching Limit80% of limit reached
At Limit100% of limit reached
Over LimitAttempting to exceed

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

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 a limit:

MetricWhat Happens
ItemsCan't create new items
UsersCan't invite new users
LocationsCan't create new locations
StorageCan't upload new files

Existing Access​

When at limit:

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

Urgent Solutions​

  1. Quick fix: Delete or archive unused items
  2. Short term: Request temporary limit increase
  3. Long term: Upgrade your plan

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