Kokar Help CenterAI credits and limits
Where AI credits come from, who can buy more, seeing who used them, and capping one member's monthly spend.
Every AI feature in Kokar β chat, image generation, AI in docs, whiteboards and forms β is paid for in credits. This page is about where they come from, who can add more, and how an owner or admin keeps an eye on who is using them.
All of it lives in Settings β AI.
Where credits come from
Credits are pooled: the workspace spends from one shared balance, not from a balance per person. Two pools, used in this order:
- The monthly allowance your plan includes. It resets every credit month and does not roll over β what is left at the end of the month is gone.
- The wallet β credits you bought. They never expire, are only touched once the monthly allowance is used up, and keep working even if the plan lapses.
The allowance is used first on purpose: it would otherwise be lost, while the wallet keeps.
The workspace owner gets a notification when the workspace has used 80% and then 100% of the month's allowance.
Buying credits
Top-ups are bought in US dollars at par β $20, $50, $100, or any whole amount from $10 β with no foreign-card fee. They land in the wallet.
| Who | Can buy credits |
|---|---|
| Owner | β |
| A custom role with Buy AI credits switched on | β |
| Admin | β |
| Member | β |
Buy AI credits is a custom-role permission (Scale and above), under Billing in Settings β Roles. It covers credit top-ups only: changing the plan, renewing and invoices stay with the owner whatever a role holds. It is the way to let a finance or operations person refill AI without handing them the whole workspace.
Seeing who used the credits
Owners and admins get a Usage by member table on Settings β AI: every member, heaviest first, with what they spent this credit month split into chat, images and other (AI in forms, for example). The bars are scaled to the top spender, so the ranking reads at a glance.
Everyone else sees the workspace total and their own usage only β never another member's.
Monthly limits per member
A limit caps how many credits one member can spend in a credit month. It is optional; with no limit, a member can use as much of the pool as there is.
To set one, open Usage by member, click the No limit button on that member's row, enter a number of credits and save. Click it again to change it or Remove limit. A limit of 0 turns AI off for that person.
Owners and admins can set and change limits. Every change is recorded in the audit log on plans that have it.
How it behaves
- It counts the same credit month the allowance does, and resets with it.
- It counts credits the member spent from either pool β the allowance and the wallet.
- A request is checked before it runs. A chat reply's cost is not known in advance, so the one reply that crosses the limit still completes; the next request is refused. An image's cost is known, so an image that would not fit is refused up front.
- The member sees their limit, and how much of it they have used, on Settings β AI.
A limit is a ceiling, not an allowance
Setting a member's limit to 5,000 does not give them 5,000 credits. If the workspace pool runs out first, they are stopped by that like everyone else.
When credits run out
| What ran out | What the person sees | What fixes it |
|---|---|---|
| The member's own limit | "You've reached your AI limit", with the date it resets | Wait for the reset, or an admin raises it |
| The monthly allowance and wallet | An out-of-credits message | Buy a top-up, or wait for the next month |
| The plan expired | The allowance is paused; bought credits keep working | Renew β see plan expiry |
Frequently asked questions
Does every member get their own credits?
No. Credits are pooled β the whole workspace spends from one monthly allowance, then from the wallet of credits you bought. A limit is how you stop one person using more than their share.
Who can see how much each member used?
Owners and admins. Everyone else sees only the workspace total and their own usage.
Who can buy credits?
The owner, and anyone whose custom role has "Buy AI credits" switched on. Admins cannot buy credits unless the owner gives them that custom role.
What happens when someone reaches their limit?
Their next AI request is refused with a message saying when it resets. The rest of the workspace carries on normally, and nothing is charged.
Does a limit give that member extra credits?
No. A limit is a ceiling, not an allowance. It stops one member spending past it; it never adds anything to the pool.
Can I turn AI off for one person?
Yes. Set their limit to 0.