Pool Enforcement Guardrails & Real-World Agency Scenarios

#System Enforcement: The Over-Allocation Guardrail

To ensure financial and operational stability, Karo Simple enforces strict mathematical balance on your agency pool. The system checks your pool balance before allowing any allocation edit to save.

If you attempt to assign more resources to a client than your agency pool has remaining, the system displays a clear error modal:

#5 Real-World Agency Operational Scenarios

#Scenario 1: Onboarding a New Small Business Client

A new cafe signs a Starter agency contract. Standard recommended starting allocation: 50 AI Credits, 5 QR Codes, 3 Employee Slots, and 2 Platform Slots. Set expiry for 1 month (or 3 months if pre-paid). This conserves your pool while giving the client plenty of room to collect reviews.

#Scenario 2: Proactive Renewal on Amber Expiry Badges

You notice an amber badge ("18d left") for a dental clinic client. You send their monthly invoice via email. Once the payment clears, open Edit Limits, select "Extend by N months", enter 1 (or 3), and click Save. The badge immediately returns to green.

#Scenario 3: Client Hires Additional Staff

A restaurant client hires 3 new waiters and needs personal QR codes for staff attribution. Open their Edit Limits, increase Employee Slots from 3 to 6, and save. The client can immediately add their new team members from their mobile dashboard.

#Scenario 4: Mid-Month AI Credit Depletion

A boutique hotel client's AI Credits Used bar is solid red: they generated 50 reviews in the first 10 days of the month. You can either increase their allocation from 50 to 100 to support their campaign, or advise them that their free monthly quota resets on the 1st.

#Scenario 5: Handling Client Non-Payment Suspensions

If a client defaults on their monthly agency retainer, do not delete their business. Instead, manage the suspension cleanly:

• The Result: Their QR landing page pauses, and new reviews cannot be generated. However, 100% of their historical review data, star ratings, and employee lists remain safely preserved. When they settle their invoice, restore their limits and extend their expiry date!

#Agency Best Practice Habits

• First-of-Month Audit: Perform a 5-minute review on the 1st of every month to check for red AI bars or amber expiring accounts. Proactive outreach prevents client emergencies.
• Avoid Upfront Over-Allocation: Do not grant 200 AI credits to a brand-new client who only needs 30. Allocate conservatively and increase limits based on proven demand.

#Frequently Asked Questions