Understanding Workflow User Billing

Understanding Workflow User Billing

Workflow users are individuals defined within a Member Database, which is essentially a list associated with a specific workflow to control access. Each entry in this Member Database represents a user and includes their username and password.

When you link a Member Database to a workflow, the count of workflow users is determined by the number of rows, which corresponds to individual users. For instance, if you have 10 records in your table, you will have 10 active workflow users.

Billing for Workflow Users

Unlike other elements like forms, where you can manually add additional credits as needed, workflow users are automatically added every time you create a new user using the Member Database Form. You can restrict access to this form to control the number of users that can be added.

On the 1st of each month, your subscription invoice will include a line item for workflow users if it exceeds the maximum allowed under your plan for the previous month. The count is based on the highest number of users (rows in your Member Database) during that month. For example, if you had 10 users, added 5 more on January 12th, and then removed 3 on January 25th, your invoice on February 1st will be for 15 users. User costs are a fixed $5 per user per month, and they are not prorated.

Understanding Usage Displayed in My Account > Account Usage

When reviewing your Workflow User usage, you'll find this information on the second tab labeled "Additional Usage." If you reach 100% of your included usage, the "Additional Usage" tab will display the number of users exceeding your limit for the current month. This excess usage will be reflected in your invoice for the next month.

The "Actual Usage" number reflects the real-time count of users but does not impact your upcoming invoice. For example, if your account includes 2 users, but you have 10, you will see an "Actual Usage" value of 12. However, the "Additional Usage" tab will show 10 users. If you later remove 5 users, the "Actual Usage" will update to show a total of 7 users, but the "Additional Usage" tab will still display 10 users. This is because your user capacity is based on the highest number of users at any given time during the month and resets on the 1st of the next month.