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Workspace Usage: Stats and Management

Understand and manage your SmartSuite Automations and API usage

Peter Novosel avatar
Written by Peter Novosel
Updated over 3 weeks ago

Get insights and manage your workspace limits more effectively with the new Usage page in Workspace Administration. Track automation runs, API calls, and configure auto-increment options to avoid service interruptions.

Plan Availability

All paid plans with varying limitations

Permissions

Administrators – Full access to view and configure usage limits

Related Reading

Feature Overview Video


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Overview

The Usage section gives Workspace Administrators a real-time view of system usage and tools to manage limits efficiently.

You’ll find three main tabs:

  1. Automations Usage

  2. API Requests (Integrations)

  3. Auto-Increment Settings


πŸ” Automations Usage

What It Shows

  • Displays the number of automation runs used in the current month.

  • Up to 12 months of usage history via dropdown.

  • A color-coded progress bar indicates usage status.

Usage Progress Colors

  • 0–79%: Green

  • 80–89%: Yellow

  • 90–99%: Orange

  • 100%: Red (limit reached)

Add-On: Extra Automation Runs

  • $15 per additional 1,000 runs

  • Managed via auto-billing toggle in Usage tab

  • Add-ons do not roll over to the next month

  • Auto-billing enabled by default

  • Notifications sent for each purchase (in-app + email)

Setting

Behavior

Auto-Billing On

Charges $15 as soon as you hit the limit

Auto-Billing Off

Automations pause until the next month


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πŸ”Œ API Requests (Integrations)

What It Shows

  • Monitors API usage including activity from tools like Zapier, Make, Relay, Ply, and Softr and your own custom API integrations

  • Same progress bar and color logic as automations

  • 12 months of usage history available

Add-On: Extra API Requests

  • $15 per additional 1,000 API requests

  • Auto-billing toggle in the Usage tab

Auto-Billing Status

Behavior

Enabled

Charges $15 immediately at limit

Disabled

Up to 125% allowed with throttling (5 β†’ 2 calls/sec)
Above 125% disables API until next billing cycle


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πŸ” Auto-Increment Management

Auto-increment helps you continue using Automations or API requests even after hitting limits.
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When OFF

  • At 80%, a yellow warning appears

  • At 100%, a red warning appears

  • User is prompted to enable auto-billing or upgrade

When ON

  • If usage hits 100%, SmartSuite logs the date/time of each auto-charge

  • Shows a table of up to 8 recent charges, with an option to Show More

A confirmation modal appears when turning auto-increment on or off.
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Summary Table

Feature

Default

Cost

Rollover

Notification

Purchase Condition

Automations

Enabled

$15 / 1,000 runs

No

Yes (Email + In-app)

At 100% only

API Calls

Enabled

$15 / 1,000 calls

No

Yes

At 100% only


Real-World Use Cases

GRC (Governance, Risk, and Compliance) Workflows

Scenario: The Compliance team uses automations to trigger risk assessments and log audit trails for every policy update.

Solution: Enable auto-increment for automation runs to ensure that GRC processes, such as policy approvals and audit logging, are never interrupted due to usage limits.


BCP (Business Continuity Planning) Workflows

Scenario: During a system disruption, the BCP team relies on APIs to communicate with third-party monitoring and alerting tools.

Solution: Turn on auto-increment for API calls to maintain connectivity and ensure continuity communications and alerts are delivered without delay during a critical event.


ITSM (IT Service Management) Workflows

Scenario: The IT team automates incident ticket creation and SLA escalations in SmartSuite via automation rules and integrations with support systems.

Solution: Use the Usage page to monitor limits and activate auto-billing so that automation flows like ticket routing or priority escalation continue running even at peak times.


Operations Workflows

Scenario: The Operations team manages recurring tasks and supply chain updates through automated table actions and API-based vendor notifications.

Solution: Track automation and API usage proactively and enable auto-billing to ensure business operations run smoothly without hitting monthly thresholds.

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