See how many users, documents, QMS standards and how much storage your organisation uses against its plan, what counts, and what happens at or over an allowance.
Your plan includes a set number of licensed users, documents, QMS standards and storage. Usage Overview shows how much of each your organisation uses, whether you are over an allowance, and what any excess costs. Use it before adding users or standards, and before changing plan.
Product location: /settings/billing/usage. Open Billing & Payments in Settings, then the Usage tab.
Only organisation Admins and holders of the Billing Manager role can open Usage under Billing & Payments. Usage is read-only: nothing on the page changes your plan or your data. See who can manage billing.
Product location: /settings/billing/usage. Open Billing & Payments in Settings, then the Usage tab.
Open Settings, then Billing & Payments, and select the Usage tab. You can also select View details in the Current Usage panel on the Overview tab, which shows Users, Documents and Storage in short form.
Last updated shows when the figures were counted. Select Refresh to reload them.
Product location: /settings/billing/usage. Open Billing & Payments in Settings, then the Usage tab.
Card | What it counts |
|---|---|
Users | Active users who hold a licensed seat. Training learner accounts are not counted; see Manage seats and account classes. |
Documents | Documents your organisation has worked with. A document counts once, permanently, the first time it is opened in the editor, published, reviewed by AI, written into by AI or exported. Browsing a document or reading its details does not count, and deleting a document does not reduce the figure. Document Vault files count towards storage instead. |
QMS Standards | QMS standards in use. |
Storage | Storage used, shown in GB or TB. |
If your organisation has negotiated allowances with ComplyTrain, the included amounts and charges use them.
Product location: /settings/billing/usage. Open Billing & Payments in Settings, then the Usage tab.
Each card shows the current figure, of the included amount (Unlimited when the plan sets no limit), a bar, and Usage as a percentage.
Indicator | Meaning |
|---|---|
Green percentage and bar | Below 80% of the allowance. |
Amber percentage and bar | From 80% of the allowance. |
Red percentage and bar | At or above 100% of the allowance. |
Over limit | Usage is above the allowance. Overage shows how far over you are. |
Overage cost | What the excess costs per month on the Users and Documents cards. |
Limit reached | On Documents, when your plan caps documents and you have reached the cap. |
Overage Charges Detected appears above the cards when you are over any allowance that your plan bills. It shows the estimated additional charge, which is added to your next invoice, and links to Consider upgrading your plan.
Module Usage lists usage figures for individual modules, marked (Included) where the module has no limit. Need more resources? links to View Plans.
Product location: /settings/billing/plans. Open the Plans tab in Billing & Payments.
Each allowance is either billed or capped, depending on your plan.
Situation | What happens |
|---|---|
Over a billed allowance | Nothing is blocked. Each extra unit is billed, and the charge is added to your next invoice. Extra storage is billed in whole GB, rounded up. |
Documents cap reached | No further document can be opened, published, reviewed or exported until you move to a larger plan. Documents already worked with stay fully available. |
Changing to a smaller plan | A plan that caps a measure you already exceed is unavailable on Choose a Plan; see Choose a new plan. |
People working elsewhere in ComplyTrain are reminded as the organisation nears or passes an allowance, with View plans and Dismiss. The reminder reads, for example, You're approaching a plan limit, You're over your plan's included amount, You're close to your document limit or You've used all your documents. On a plan that bills extra documents, You're past your included documents explains that nothing is blocked and each additional document is billed.
Product location: /settings/billing/usage. Open Billing & Payments in Settings, then the Usage tab.
Your organisation is on a plan that includes two licensed users. The quality manager wants to invite three auditors.
Open Usage. Users shows 2 of 2 in red at 100%.
Decide how the auditors should be counted. If they only need training, make them Training learner accounts, which do not use a licensed seat.
If they need licensed seats and your plan bills extra users, the Users card will show Over limit, Overage 3 and the Overage cost once they are added. The charge appears on the next invoice.
To include them instead, compare larger plans on Choose a Plan before inviting them.
After inviting them, open Usage again and check Last updated to confirm the figures include the new users.
