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Managing Organization Credits

The Credit Management area lets organization admins monitor, plan, and control AI usage costs for everyone in the organization. Here is how to use every function effectively.

Credit Balance and Usage Dashboard​

At the top of the Credit Management tab, you’ll see:

  • Current Credit Balance: The total credits available for organizational use.
  • Usage Dashboard:
    • View usage as a bar chart, broken down by daily, weekly, or monthly intervals.
    • Use the calendar picker to analyze a custom date range.

This helps you keep track of spending trends and anticipate future needs.

Top Flows and Assignments Breakdown​

On the right, a pie chart shows the Top 10 Flows by Credit Usage.

  • Note: The pie chart counts only published assignments (flows assigned to learners). Authoring, previews, or tests do not count here—but are visible in the full transaction list.
  • Use this to identify which applications consume the most credits and plan accordingly.

Recent Credit Transactions​

A searchable table displays every credit transaction:

  • Filter by user name, email, or by date.
  • Each row includes: date, user, application, and the amount of credits used.
  • Easily track down unusual patterns or reconcile with monthly reports.

User-wise Credit Consumption and Control​

Below the transactions, you’ll find the User-wise Credit Consumption Report:

  • Search for a specific user and review:
    • Credits used last month
    • Credits used this month
    • The current monthly limit for that user

Admins can set or edit credit limits for individuals:

  • Organization-wide default limit: Applies if no per-user limit is set.
  • Individual user limit: Overrides the organization limit for that specific user.
  • Click Set Limit or Edit Limit to adjust.
  • Remove a per-user limit to revert them back to the org-wide limit.

How Credit Limits Work​

  • Monthly Calculation: Limits reset at the start of each calendar month, using the UTC time zone (e.g., April 1 to April 30 UTC).
  • Limit Enforcement: If a user hits their limit (either org or individual), they will be prompted to use their own personal wallet to continue for the current session.
  • The system checks every 30 minutes if credits/top-ups have been restored, and access will be granted again automatically if limits are no longer exceeded.

Exporting and Reporting​

  • Click Export Credit Report for a CSV download of transactions, useful for billing, audits, or advanced analysis.

Topping Up Credits​

  • At present, top-up for organizations is not self-service (no credit card is supported yet).
  • To purchase more credits, contact LearningFlow support or your business/account manager.
  • An invoice will be sent for direct payment to LearningFlow. Credits will be credited after payment is confirmed.
  • Planned: Self-service credit card top-up—watch this space for updates.

Best Practices​

  • Monitor usage frequently to prevent unexpected runout.
  • Set appropriate limits both for the whole org and for heavy/critical users.
  • Use reports to identify the biggest users and most costly applications.
  • Remember: Only published assignment use is counted in pie charts; the bar chart shows all credit events (including tests and authoring).

If you have questions about credit management or billing,
please contact support or your account manager.