Usage Tracking

Learn how to monitor your execution usage, understand your limits, and avoid hitting caps.

Viewing Your Usage

Usage Dashboard

To see your current usage:

1. Log into AutoSeq
2. Click "Usage" in the sidebar
3. See your usage dashboard

What you'll see:

• Current month usage: Number of executions so far this billing cycle
• Plan limit: Total executions allowed per month
• Remaining: How many executions you have left
• Percentage used: Visual progress bar
• Billing cycle dates: When your current period started and ends
• Days remaining: How many days until your limit resets

Dashboard Widget

Your main dashboard also shows a usage summary widget:

• Top right corner of dashboard
• Shows current usage / limit (e.g., "247 / 500")
• Color-coded indicator:
  • 🟢 Green: Under 70% of limit
  • 🟡 Yellow: 70-90% of limit
  • 🔴 Red: Over 90% of limit

Execution History

Recent Executions Table

On the Usage page, scroll down to see all recent executions:

Table columns:

• Date & Time: When the execution happened
• Contact: Name and email of the enrolled contact
• Sequence: Which sequence they were enrolled in
• Mailbox: Which mailbox/rotation was used
• Workflow: HubSpot workflow that triggered it
• Status: Success or failure

Filtering and Searching

You can filter execution history by:

• Date range: Last 7 days, last 30 days, custom range
• Sequence: Show only enrollments for a specific sequence
• Mailbox: Show only enrollments from a specific mailbox
• Workflow: Show only enrollments from a specific workflow
• Status: Show only successful or failed enrollments

Exporting Execution Data

To download your execution history:

1. Go to Usage page
2. Set your filters (date range, sequence, etc.)
3. Click "Export CSV" button
4. CSV file downloads with all matching executions

Use cases for exports:

• Monthly reporting to management
• Auditing which workflows are consuming the most executions
• Reconciling with your HubSpot sequence analytics
• Budget planning for next month

Understanding Your Limits

Monthly Reset

Your execution limit resets every billing cycle:

• Billing cycle: Based on the day you subscribed (e.g., 15th of every month)
• Reset behavior: Usage count goes back to 0
• No rollover: Unused executions don't carry over to next month

Example:

• You have Starter plan (500 executions/month)
• You only used 300 in November
• On December 1 (or your billing date), you start with 0/500 again
• You don't get 700 (500 + 200 unused)

Shared Limit Across Workspaces

If you have multiple workspaces:

• Execution limit is SHARED across all workspaces
• Not per-workspace

Example:

• You have Professional plan (2,000 executions/month)
• Workspace A uses 800 executions
• Workspace B uses 600 executions
• Total usage: 1,400 / 2,000
• Remaining: 600 executions (shared between both workspaces)

Usage Alerts

Automatic Email Alerts

AutoSeq automatically sends email alerts when you hit usage thresholds:

Alert Preferences

To manage who receives usage alerts:

1. Go to Settings → Notifications
2. Under "Usage Alerts" section
3. Add email addresses to notify
4. Choose which thresholds to enable (50%, 80%, 100%)
5. Save preferences

Best practice: Add your manager, finance team, or operations lead to usage alerts so they can approve upgrades if needed.

Monitoring Usage Trends

Monthly Breakdown Chart

The Usage page includes a chart showing:

• Executions per day for the current month
• Trend line showing if you're on pace to exceed limit
• Peak usage days

How to read the trend line:

• 🟢 Trend below limit → You're on track
• 🟡 Trend near limit → You might hit the cap
• 🔴 Trend above limit → You'll likely exceed, consider upgrading

Historical Usage

View past months' usage:

1. Go to Usage page
2. Click "View Historical Usage"
3. See bar chart of last 6 months
4. Identify growth trends

Use this to:

• Plan for seasonal spikes (e.g., Q4 sales push)
• Justify budget for plan upgrades
• Optimize workflow efficiency

Optimizing Your Usage

Ways to Reduce Execution Usage

If you're hitting your limit too often, try these tactics:

1. Use Better Workflow Filters

Don't enroll contacts who shouldn't be in sequences:

• Add suppression filters to skip contacts already in sequences
• Filter out contacts with lifecycle stage = "Customer"
• Skip contacts who already had a demo

Impact: Can reduce executions by 20-30%

2. Consolidate Similar Sequences

Instead of:

• Sequence A: "Inbound Demo - Product 1" (100 executions/month)
• Sequence B: "Inbound Demo - Product 2" (80 executions/month)

Combine into:

• One sequence: "Inbound Demo - All Products" (180 executions/month)

Benefit: Easier to manage, same execution cost

3. Manually Enroll High-Value Leads

For VIP or enterprise leads:

• Manually enroll them in HubSpot (doesn't count against AutoSeq limit)
• Use AutoSeq for high-volume, lower-touch workflows

Impact: Saves 5-10% of executions for strategic use

4. Audit Inactive Workflows

Turn off workflows that aren't performing:

• Review execution history to find low-ROI workflows
• Pause workflows with <5% response rate
• Free up executions for better-performing campaigns

When to Upgrade Instead

Don't optimize yourself into a corner. Upgrade if:

• You're consistently hitting 90%+ of your limit
• You're holding back on valuable workflows due to limit concerns
• Your sales team is growing and needs more capacity
• You're spending too much time managing usage vs. growing

ROI Check: If AutoSeq generates even 1 extra deal per month, it pays for itself many times over.

Troubleshooting Usage Issues

Usage Not Updating

Problem: Workflow ran but usage count didn't increase

Solutions:

1. Wait 5 minutes - usage updates can have slight delay
2. Refresh the page
3. Check if the execution succeeded (failed ones don't count)
4. Check Execution History table for the enrollment

Usage Higher Than Expected

Problem: Usage count seems inflated

Solutions:

1. Export execution history CSV
2. Review which workflows/sequences consumed executions
3. Look for unexpected high-volume workflows
4. Check if any workflows are triggering repeatedly (loop issue)

Limit Showing Wrong Amount

Problem: Usage page shows wrong plan limit

Solutions:

1. Go to Settings → Billing to verify your current plan
2. If you recently upgraded, refresh the page
3. Check if you have multiple workspaces (limit is shared)
4. Contact support if limit is still incorrect

Best Practices for Usage Tracking

Check Usage Weekly

• Every Monday, review your usage dashboard
• Project if you'll hit your limit this month
• Plan upgrades or optimizations accordingly

Set Calendar Reminders

• Add reminder for 1 week before your billing date
• Review usage trends
• Upgrade before next cycle if needed

Monthly Reporting

• Export usage data at month-end
• Compare to previous months
• Share with sales leadership
• Justify ROI and budget requests

Communicate with Your Team

• If you have multiple workflow creators, set usage guidelines
• Example: "Each team can use max 200 executions/month"
• Share usage dashboard link with stakeholders

Related Pages

• Plans & Pricing
• Upgrading Your Plan
• Execution Analytics
• Workflow Design Best Practices