Quotas & Redemption
Quotas and redemption codes usually only one is enabled—quotas by default: administrators assign quotas to members, and redemption-code top-ups are available only after the environment enables them.
Administrators can assign quotas to members (spending caps that reset by period) or top up members' balances with redemption codes. Member quotas control the periodic spending cap; balances hold actual top-ups—the two mechanisms work independently.
Quotas and Balance
| Type | Source | How it is used |
|---|---|---|
| Member quota | Assigned by an administrator | A spending cap that resets on a period offered in the current settings |
| Balance | Topped up by members via redemption codes | Deducted by actual consumption; never resets by period |
Core rule: fall back to the balance when the quota runs out
Calls consume the member quota first and fall back to the balance when it runs out. Members without a member quota use the balance directly; a request is rejected only when neither can cover the call. So an exhausted member quota does not necessarily stop calls.
Member quotas apply per member. Assigning by department sets a quota for each selected member, not a shared department balance.
An API key's quota limit applies independently of the member quota. If a key has its own cap, it can fail even while the member still has quota. To govern spending solely by member quota, use API keys without an individual quota.
Quota Management
Reviewing Department and Member Quotas
Open Organization → Quotas and switch views by your goal:
| View | Purpose |
|---|---|
| Department overview | Member counts, quota configuration, and usage by organization level |
| Needs attention | Members approaching the limit or exhausted, in one place |
| Unconfigured | Users without a member quota |
| Configured | Members with quota rules |
| All members | Full member list, filterable by department and quota status |
In the department overview, the Members figure shows "total / configured" and lists unconfigured, near-limit, exhausted counts plus average utilization. Members without a department appear under Unassigned department.
The member list shows quota amount, reset period, next reset time, used and remaining amounts, plus quota status and sync status. Filter by search, department, and quota status.
| Quota status | Meaning |
|---|---|
| Unconfigured | No active member quota rule |
| Normal | Utilization below 80% |
| Near limit | Utilization at 80% but below 100% |
| Exhausted | Utilization at or above 100% |
Utilization and remaining amounts here refer to the member quota, not the balance. When a member changes department, the statistics follow, but existing quota rules are not adjusted by the move alone.
Assigning Quotas
Before assigning, confirm members have OneGateway accounts.
- Click Assign quota to open the quota policy form.
- Click Select members to pick by department in bulk or switch to picking individually; departments and members are searchable.
- Choose the reset period (default monthly) from the options available in your environment.
- Enter the quota per member, greater than 0 and within the system cap.
- Optionally set user notification at 80% utilization.
- Review the member count, per-member quota, and reset rule, click Save quota, then check each member's sync status.
The assign entry's member selector lists only members without quotas. For members with quotas, use Adjust or Bulk adjust instead.
After selecting by department, the actual recipients are the members selected this time; users joining the department later do not automatically receive the quota.
Bulk saves allow partial success. If a failure list is returned, identify the successful members first, then handle the failed ones by reason—avoid re-adjusting members who already succeeded.
Adjusting and Canceling Quotas
Adjusting one member: Click Adjust in the member list, change the period, quota, or notification settings, and save. The form pre-fills the current configuration; the member cannot be changed mid-adjustment.
Bulk adjusting: Select the target members, click the Bulk adjust button that appears, and set the period, per-member quota, and notification options uniformly. The bulk form uses defaults—it does not reflect the members' previous settings—so verify every field before saving.
Adjusting a quota resets the current period's used amount to zero
Saving an adjustment ends the old period and starts a new one—the used amount for the current period resets to zero and the quota is recalculated. The adjust entry also saves notification settings, so consider this effect before acting.
Canceling: Click Cancel quota on a member's row and confirm; the member returns to unconfigured. Canceling does not clear the balance—if any remains, the member can still make calls.
Period Resets and Usage Notifications
Available periods depend on your environment's quota settings. Daily resets can only be configured if the page offers a daily option.
| Period | Reset time |
|---|---|
| Weekly | Every Monday at 00:00 |
| Monthly | The 1st of every month at 00:00 |
| Daily (if offered) | Every day at 00:00 |
Resets use the gateway server's runtime time zone, independently of your computer's or organization's time zone settings. Refer to the displayed Next reset time.
Custom reset dates or times are not supported. When the period arrives, used quota is recalculated; unused quota does not carry over.
The quota policy's user notification controls whether to notify the member at 80% utilization; it defaults to on for first assignments. Turning notifications off changes neither status determination nor the spending cap.
Checking Quota Sync Status
Quota status describes "how much was used"; sync status describes "whether the configuration was pushed and took effect"—read them separately.
| Sync status | What to do |
|---|---|
| Synced | Pushed successfully; check results against the quota rules |
| Pushing | Wait for completion, then refresh |
| Push failed | Inspect the error, fix it, and retry via Re-push |
Do not assume a quota took effect just because the page saved. Used amounts in the member list may lag actual consumption; quota validation at call time is enforced by the system in real time, not by page refreshes.
Redemption Code Management
Creating and Distributing Codes
Open the redemption code list from an entry with code management permission and create new codes. The core settings: Amount (the top-up per code), Count (1–100), Expiration (leave empty for no expiry), and Scope (which members the codes are valid for; immutable after creation).
Then choose a distribution method:
- Manual distribution: After creation, download the codes as a text file, or copy individual codes, and hand them to recipients.
- By department or member: Enable notification and select a department or specific members. The system generates one code per qualifying member and delivers them via the configured notification channels.
Generating and sending codes is not the same as members having topped up—they still need to redeem.
Reviewing Redemption Results
The code list shows status, redeemer, and redemption time so you can confirm usage. For member-targeted distribution, records may pre-associate recipients—the presence of member info alone does not mean redeemed; confirm with the used status and actual redemption time.
On a successful redemption, the amount is credited to the member's balance; it neither increases the member quota nor resets the current period's used amount. Each code can be redeemed successfully only once.
Members can follow Redeem a Code to redeem and check their balance and recent redemptions.
Maintaining and Cleaning Up Codes
| Operation | Use and limits |
|---|---|
| Edit | Change name, amount, or expiry of unused codes; used codes cannot be edited |
| Disable | Suspend redemption of an unused code |
| Enable | Restore an eligible code; used or expired codes cannot be re-enabled |
| Delete | Remove codes you no longer need; verify status and distribution first |
| Clean up invalid codes | Bulk-remove used, disabled, and expired codes |
Cleaned-up codes cannot be restored, but the top-up logs are preserved.