What happens if a client uses all their AI credits mid-month?

Their usage mini-bar turns solid red, and the AI Review Generator pauses for that business. You can immediately edit their limit and add more credits, or advise them to wait for the 1st of next month.

Can I set an allocation to 0?

Yes! You can set AI Credits, QR Codes, or Employee Slots to 0 to temporarily freeze that specific feature. Platform Slots must remain at least 1.

If I extend a client's expiry by 3 months, does it count from today or their current expiry?

Using "Extend by N months" adds the months directly to their existing expiry date, ensuring clients do not lose any days they have already paid for.

⚖️Resource Pools & Client Limits Allocation

Editing Client Limits, Expiry Badges & Monthly AI Resets

Step-by-step guide to editing client allocations, extending subscription expiries by N months, reading colored expiry badges, and monthly resets.

Last updated on Sep 2, 2026• Verified for Karo Simple Agency

#Adjusting Resource Allocations as Clients Grow

As your agency clients expand their operations (hiring new staff, adding outdoor dining counters, or launching review campaigns), their resource needs will shift. You can modify any client's allocation instantly without downtime.

#Step-by-Step: Editing Client Limits

Locate the Client Business in the Table

In the Limits Allocation table, use the search bar to locate the business by name or city.

Click the "Edit Limits" Button

Click the blue "Edit Limits" button on the right side of their row to open the allocation modal.

Update Resource Quotas

Enter the new limits for AI Credits, QR Codes, Employee Slots, and Platform Slots (minimum 1 required).

Configure Plan Expiry

Choose one of the 4 expiry management options.

Save Limits

Click "Save Limits". The database validates pool capacity and applies the new quotas immediately.

📸 Visual Guide: Screenshot 3 - Edit Limits Modal with Quotas and Expiry Options

The client allocation editor dialog showing resource inputs and expiry radios. 🔍 What is shown: • Numeric inputs for AI Credits, QR Codes, Employee Slots, and Platform Slots. • Expiry options: "No change", "Set specific date", "Extend by N months", and "Never expire". • Green "Save Limits" button at bottom right.

#The 4 Plan Expiry Configuration Options

Controlling client service end dates is flexible and designed to avoid accidental overwrites:

1. No Change (Default): Keeps their current expiry date unchanged. This option is selected by default whenever you open the modal so existing dates are never accidentally wiped.
2. Set Specific Date: Select an exact calendar date using the interactive date picker.
3. Extend by N Months (Recommended): Pushes the current expiry date forward by a set number of months (e.g. enter 1 for monthly retainers, 3 for quarterly, or 12 for annual contracts). Eliminates calendar math errors.
4. Set to Never Expire: Grants perpetual, uninterrupted access (ideal for agency-owned demo stores or VIP lifetime retainer contracts).

#Understanding the 4 Plan Expiry Badges

The Plan Expiry column in your table displays color-coded badges indicating client renewal status:

Green Date (e.g. "15 Oct 2026"): Active and healthy. The client's contract has more than 30 days remaining.
Amber / Yellow "Xd left" (e.g. "18d left"): Expiring within 30 days. Triggers a reminder to invoice the client for their upcoming renewal.
Red "Expired Xd ago" (e.g. "Expired 4d ago"): Subscription has lapsed. Premium dashboard features and new AI reviews are restricted until renewed.
Infinity Icon ("No Expiry"): Indicates a permanent account with no scheduled service interruption.

📸 Visual Guide: Screenshot 4 - Plan Expiry Badges in Table

Close-up of the Plan Expiry column showing the 4 badge states. 🔍 What is shown: • Green badge showing "24 Dec 2026". • Amber badge showing "12d left". • Red warning badge showing "Expired 3d ago". • Purple badge showing infinity symbol "No Expiry".

#How Monthly AI Credit Resets Work

AI review generation consumption operates on a calendar-month schedule:

Consumption Resets Monthly: At midnight on the 1st of every calendar month, the "Used This Month" counter resets to 0 across all client accounts.
Allocations Remain Permanent: The quota you assigned (e.g. 100 AI credits) remains unchanged from month to month. You only need to touch it if the client requests an upgrade or downgrade.

Reset Example

In January, a boutique salon uses 85 of its 100 allocated AI credits. On February 1st, their usage counter resets to 0. They now have their full 100 credits available for February without any manual intervention from your agency.

#Frequently Asked Questions

Was this agency guide helpful?

Help us improve agency workflows and onboarding guides.

The 3 Shared Resource Pools & Client Allocation Table

Understand the shared resource pool architecture across AI credits, QR codes, and employee slots, and navigate the client allocation table.

Read guide

Resource Pools & Client Limits Allocation

Pool Enforcement Guardrails & Real-World Agency Scenarios

Master agency allocation rules: over-allocation blocking guardrails, mid-month AI depletion, client staff upgrades, and non-payment suspensions.

Read guide