Overview
The Plan & Usage page shows your organization's current subscription tier, what features it includes, and how much of your allocated resources you have consumed. It is the first place to check when you encounter a limit error or want to assess whether an upgrade is needed.
Who Can Access This
Only the Owner can view the Plan & Usage page. Admins and all other roles are redirected away. Limit warnings visible elsewhere in the app (e.g. on the dashboard) are shown to Owners only — Viewers never see upgrade prompts.
How to Access This Section
- Log in to your UniAsset account
- Click Settings in the left sidebar
- Select Plan & Usage
Current Plan Card
The top-left card shows your active subscription:
- Plan name — displayed in large text (e.g. "Free", "Starter", "Growth")
- Status badge — shows "Free Forever" on the Free plan, or "Active" / "Expired" on paid plans
- Upgrade link — visible on all plans except Enterprise; links to the contact/sales page
If your paid subscription has expired, a red alert banner appears at the top of the page:
Your subscription has expired. Your data is safe, but you cannot create new assets, invite users, or upload files until you renew your plan.
Plan Features Card
The top-right card lists what your current plan includes:
| Feature | Description |
|---|---|
| Assets | Maximum number of active (non-archived) assets |
| Users | Maximum number of team members |
| Storage | Total file storage for documents and images |
| Custom asset statuses | Create statuses beyond the built-in defaults |
| API access | Programmatic access to your data via the UniAsset API |
| Priority support | Faster response times from the support team |
Items your plan does not include are shown greyed out with an ✗ icon.
Resource Usage Meters
The Resource Usage card shows three progress bars — one for each metered resource:
Assets
Counts active, non-archived, non-demo assets against your plan's asset limit.
Team Members
Counts all users in your organization, regardless of role.
Storage
Tracks the combined file size of all documents and images attached to assets (in MB or GB).
Progress bar colours
| Colour | Meaning |
|---|---|
| Blue (default) | Usage is below 80% |
| Yellow | Usage has reached 80% — approaching the limit |
| Red | Usage has reached 100% — limit reached |
Below each bar, the exact percentage is shown along with a text note:
- "X% used — approaching limit" at 80–99%
- "X% used — limit reached" at 100%
Plans with unlimited resources show "Unlimited" instead of a number and do not display a progress bar.
Warning Alerts
When usage crosses the 80% threshold, yellow warning banners appear at the top of the page (one per affected resource). When a limit is fully reached, those banners turn red with specific messages:
| Condition | Message shown |
|---|---|
| Assets ≥ 80% | "You're approaching your asset limit." |
| Users ≥ 80% | "You're approaching your user limit." |
| Storage ≥ 80% | "You're approaching your storage limit." |
| Assets = 100% | "You've reached your asset limit. Upgrade to add more assets." |
| Users = 100% | "You've reached your user limit. Upgrade to invite more team members." |
| Storage = 100% | "You've reached your storage limit. Upgrade for more storage." |
These same thresholds drive enforcement throughout the app — once a limit is reached, the relevant action is blocked until you upgrade.
What gets blocked at 100%
| Limit reached | Blocked action |
|---|---|
| Asset limit | Creating new assets |
| User limit | Inviting new team members |
| Storage limit | Uploading documents and images |
| Subscription expired | All three of the above |
How to Upgrade
UniAsset plan changes are handled by the sales team rather than a self-serve billing portal.
- On the Plan & Usage page, click Contact sales to upgrade (visible under the current plan name)
- This opens the contact page where you can submit an upgrade request
- The UniAsset team will provision your new plan
The upgrade link is hidden on the Enterprise plan since it is already the highest tier.
Plan Comparison
All plan limits are enforced from the same configuration. The table below reflects the exact values used by the system:
| Free | Starter | Growth | Business | Enterprise | |
|---|---|---|---|---|---|
| Assets | 25 | 250 | 2,500 | 10,000 | Unlimited |
| Users | 2 | 5 | 20 | 50 | Unlimited |
| Storage | 500 MB | 5 GB | 25 GB | 100 GB | Unlimited |
| Custom statuses | Yes | Yes | Yes | Yes | Yes |
| Custom fields | Yes | No | Yes | Yes | Yes |
| Documents & images | Yes | Yes | Yes | Yes | Yes |
| API access | No | No | Yes | Yes | Yes |
| Priority support | No | No | No | Yes | Yes |
| Entra Directory Sync | No | No | No | No | Yes |
The Free plan is permanent — it does not expire and does not require a payment method.
Welcome Plan
The Welcome plan is a legacy early-access tier granted to organizations that joined UniAsset during its initial launch period. While active, it provides unlimited assets, users, and storage, plus custom statuses, custom fields, and document uploads — equivalent to Enterprise limits minus API access, priority support, and Entra sync.
Expiry behaviour: Welcome plans have an expiry date (welcomePlanExpiresAt). Once that date passes, the plan automatically resolves to Free for the purpose of limit enforcement — the plan field may still display "Welcome" but the Free plan limits (25 assets, 2 users, 500 MB) apply immediately. The Owner will need to upgrade to a paid plan to regain higher limits.
Nonprofit Plan
The Nonprofit plan is a special discounted tier for registered NGOs, Non-Profit Organizations, and Religious Institutions. It is not listed on the public pricing page and cannot be self-selected — it is assigned by the UniAsset team after reviewing a free access request.
Limits:
| Resource | Nonprofit limit |
|---|---|
| Assets | 2,500 |
| Users | 20 |
| Storage | 25 GB (25,600 MB) |
| Custom statuses | Yes |
| Custom fields | Yes |
| Documents & images | Yes |
| API access | No |
| Priority support | No (email support) |
How to apply: Set your organization type to NGO, Non-Profit, or Religious in Settings > Organization, then submit a free access request with a justification. The UniAsset team reviews and assigns the plan if approved. See the Organization Settings article for step-by-step instructions.
Approved free access behaviour: Once a free access request is approved, usage limits are bypassed entirely — the system treats the organization as having unlimited resources regardless of the nominal Nonprofit plan limits displayed on screen.
Important Notes & Limitations
Archived assets do not count toward the asset limit
- Only active (non-archived) assets are counted. Archiving assets is an effective way to free up asset quota without permanently deleting records.
Demo data does not count toward limits
- Sample records generated via Settings > Organization are excluded from all usage counts.
Storage counts documents and images only
- Storage is the combined size of files attached to assets (documents and photos). It does not count the assets themselves.
Limit enforcement is real-time
- The system checks limits at the moment of each action (creating an asset, inviting a user, uploading a file). Reaching a limit blocks the action immediately — there is no grace period beyond the 80% warning window.
Expired paid subscriptions fall back to read-only
- Your data is never deleted when a subscription expires. However, you cannot create assets, invite users, or upload files until the subscription is renewed. Existing data remains fully readable.
Frequently Asked Questions
Why can't I create a new asset?
You have likely reached your plan's asset limit. Go to Settings > Plan & Usage to check your current usage. To resolve this, either archive unused assets or contact sales to upgrade your plan.
Why can't I invite a new team member?
Your user limit has been reached. Check Settings > Plan & Usage. Upgrade your plan or remove inactive users to free up a seat.
Does archiving an asset free up quota?
Yes. Archived assets are excluded from the active asset count used for limit enforcement.
What happens to my data if my subscription expires?
Your data is fully preserved. The only restriction is that you cannot create new assets, invite users, or upload files until the subscription is renewed. All existing records remain accessible.
My plan shows as "Welcome" but I'm getting Free plan restrictions — why?
The Welcome plan has an expiry date. Once it passes, the system automatically applies Free plan limits even though the plan name may still display as "Welcome." Contact the UniAsset team to discuss upgrading to a paid plan.
Is the Nonprofit plan available to Educational Institutions?
No. Educational institutions follow standard pricing and are not eligible for the Nonprofit plan. Only NGOs, Non-Profit Organizations, and Religious Institutions can apply.
Can I see how much storage each asset is using?
Not from the Plan & Usage page — it shows total storage consumed across your entire organization. Individual file sizes are visible when managing documents and images on each asset.
Need Help?
If you have questions not covered in this article, our support team is here to help.
Contact Support