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.
#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 "Allocate" Button
Click the “Allocate” button on the right side of the client’s row to open the allocation modal. If the Allocate option is not immediately visible, slide the table left or right the button is located in the last column of the table.
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.
#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.
#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.
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.