How plans and limits work

Every agency is on a plan, and what the plan enforces comes down to three caps: how many members, how many content items, and how much media storage. By the end of this page you'll know when those caps are checked, what happens at one, and which plan your caps actually follow when billing and a ROK sponsorship disagree.

Five tiers, three caps

These are each plan's standard caps. Your agency's caps are recorded against your agency, and ROK can set different ones for you; whatever is recorded is what the database enforces, and a cap that isn't set means unlimited. Prices are on the plan cards in Billing (opens the admin console) and at www.rokrescue.com/pricing.

A cap is checked at the moment of adding

Caps aren't enforced by the screens. Each one is a rule on the table it protects, and it runs at the moment something new is written — whichever screen, invitation or app sent it.

• Members — checked whenever someone becomes an active member: an invitation (which takes its seat as soon as it is sent), an access-code redemption, or reactivating a suspended member. Every active member counts, operators who only read on their phones included; suspended members don't.
• Content items — checked when an item is created. Every item counts, in any status: drafts, items in review, published items, and imported library copies.
• Storage — checked when a file is added, including each file a library import copies. Usage is measured from the files actually stored under your agency, not from what the browser reported. An upload refused at the cap is removed again, and an import that reaches the cap stops and removes what it had copied.

At a cap, the new addition is refused with a message naming the cap. An access code that can't seat someone isn't counted as used, and the agency's administrators are told someone was turned away — see access codes. Before a downgrade, a pause or a cancellation, Billing lists any cap your current usage is already over on the plan you are moving to.

Nothing is removed at a cap

The caps only ever look forward. Reaching one, or finding yourself over one after a downgrade, a pause or a cancellation, removes nothing: every member keeps their access, every item stays where it is, and published content stays on operators' devices. What stops is new members, items and uploads, until you're back under the cap or on a bigger plan.

To make room, delete items you no longer need (that frees content slots, and the storage of files no other item uses), delete unused files in Media (opens the admin console) (that frees storage), or revoke invitations that were never used. Suspending a member also frees their seat.

Which plan your caps follow

Two things can set your plan: the subscription you pay for, and a plan ROK sponsors for your agency. The higher plan wins. Your caps follow that effective plan, and it is the plan Billing and the Settings hub name.

• Paused. The plan keeps its name, but its caps drop to Free's straight away — unless a ROK sponsorship keeps you higher. Resuming restores them.
• Cancelled. Nothing changes until the end of the period you've paid for; then you move to Free and its caps.
• Sponsorship ends. You return to the plan you'd have without it, and that plan's caps.

The caps are written onto your agency whenever the effective plan changes, and the database rules read them from there. If ROK has set custom caps for you, routine billing events leave them alone; they're replaced only when your effective plan actually changes.

Where you see your usage

• Billing → Usage — members, content items and storage against the enforced caps.
• Settings → Plan & usage — content items, storage and the seat limit.
• The dashboard's Plan & usage widget — seats, content and storage, plus billing state.

Each bar changes colour at 90% of a cap, and while a subscription is paused the caps shown are Free's. Every storage meter shows the same figure the cap counts — the files stored under your agency — so an upload is refused only once the meter is at 100%. Changing plan, pausing and cancelling are covered step by step in Billing.