# Subscription Management
# Overview
The My Subscription page in AI desk Pro gives license administrators a real-time view of their organization's subscription: plan details, license expiry, usage metrics, and activated features. It is accessible from the left-hand menu of the AI desk Pro admin center and is visible to license administrators only.
# Accessing the Page
- 1
Open the AI desk Pro admin center.
- 2
Select My Subscription in the left-hand menu.
# Subscription Summary Cards
At the top of the page, three summary cards give an at-a-glance status of the subscription:
| Card | What it shows |
|---|---|
| Creation Date | The date the subscription was first activated and the current plan name (Trial, Starter, Premium, Platinum, Enterprise…). |
| Licence Expiry | The date the current license expires. Shows the number of days remaining, or an Expired badge if the date has passed. |
| Active Users | The number of distinct users who have interacted with at least one agent since the subscription was created, alongside the total number of installed users across all agents. |
# Usage: Documents Consumed
This card tracks how many document credits have been used during the current calendar month.
- The progress bar turns orange above 80 % and red at 100 %.
- If your plan includes extra credits (a free bonus on top of the base quota), they are shown alongside the base limit.
- If no credit limit is configured for the plan, the card displays No limit configured.
# What counts as a document credit
| Indexing mode | Credit cost |
|---|---|
| SmartIndex Standard | 1 credit per document (more if the document exceeds the per-credit page allowance). |
| SmartIndex Fast | Coming soon |
| SmartIndex Power | Coming soon |
Only documents that are currently active in the knowledge base consume credits.
# Breakdown by agent (documents)
A Breakdown by agent table inside the card shows which agents are consuming your document credits. For each agent, it lists:
- Documents: how many documents the agent has in its knowledge base.
- Credits: the total credit cost of those documents.
Agents are ordered by credit consumption. Up to 10 agents are shown; a Show more link expands the rest. A Total row sums both columns, and the credit total matches the subscription-wide figure on the progress bar above.
This breakdown reflects the documents currently active in each agent's knowledge base. Unlike the sessions table, it is not scoped to a month, so the ← / → month arrows in the Sessions card do not affect it. If no documents are indexed yet, the table says so instead of showing empty rows.
# Usage: Sessions Consumed
This card shows how many sessions have been used for a given calendar month. Use the ← / → arrows in the card header to navigate between past months (navigation is disabled beyond the current month).
The card header also displays the billing cycle window (e.g. July 1 – July 31) that the selected month corresponds to. Sessions reset automatically at the start of each new calendar month; there is no manual reset.
- The progress bar turns orange above 70 % and red above 90 %.
- If no session limit is configured for the plan, a Unlimited badge is shown instead.
# What counts as a session
| Scenario | Credit impact |
|---|---|
| SourceSense OFF | 1 session per 20 messages (user + agent combined), i.e. 10 full exchanges. |
| SourceSense ON | 1 session per exchange (one user message + one agent response). |
| New conversation | +1 session each time a user starts a new conversation, always counted as a standard session. |
| Default model | Uses standard sessions. |
| Premium models (Anthropic / Mistral AI) | Counted as Premium Sessions (see below), using the same SourceSense-dependent rules. |
For the full explanation of session counting, see How sessions work on the Agent customization page.
# Breakdown by Agent
A table below the progress bar lists session counts per agent for the selected month, ordered by volume. Up to 10 agents are shown; a Show more link expands the list if there are more, and a Total row sums each column.
If your subscription includes the Premium Sessions add-on, the table also shows a Premium sessions column with each agent's Premium Session consumption next to its standard sessions. The column's total matches the subscription-level Premium Sessions counter, and agents that consumed only Premium Sessions during the month are listed even if they used no standard sessions. Without the add-on, only the standard Sessions column appears.
A refresh timestamp is shown at the bottom of the card. If data has not been updated for more than 48 hours, a warning indicates that the figures may be outdated.
# Premium Sessions (Multi-Model Add-on)
If your subscription includes the Multi-Model add-on, a second progress bar appears inside the Sessions card, tracking Premium Sessions separately.
Premium Sessions are consumed when users interact with agents configured to use Anthropic or Mistral AI models. They are counted per calendar month and reset on the 1st of each month, independently of standard sessions.
- The bar turns orange above 80 % and red above 90 %.
- The monthly limit depends on the purchased pack (e.g. 500, 1 000, or 2 500 sessions).
- The bar also shows the billing cycle dates the figures relate to (for example, July 1 to July 31).
When the Premium Sessions pool is exhausted, agents configured with a Premium model automatically fall back to the default model, with a short notice shown in the conversation, and the model selector displays a locked popup with the appropriate contact option. See When the monthly quota is exhausted for details.
# Free Trial
License administrators can activate a one-shot Premium Sessions trial directly from the admin center: selecting a Premium model in an agent's Generation model section opens the trial offer popup. Activation requires checking a consent box acknowledging that the trial can be activated only once per subscription. The trial grants 50 Premium Sessions for 7 days. Once the trial has been used, it cannot be activated again for the same tenant. During the trial, an expiry badge is shown next to the Premium Sessions bar, and a pop-up informs administrators when the trial ends or its session pool is exhausted.
# Usage Alerts
AI desk Pro warns you proactively before your subscription runs out of credits, so you are never surprised by an exhausted quota.
When usage of a credit dimension reaches 80 %, 90 %, or 100 % of its quota, the platform:
- Sends an email to every license administrator, in each administrator's interface language.
- Shows a dismissible pop-up in the admin center to every license administrator.
- Sends an internal notification to your Witivio account team so they can follow up. No action is needed from you for this one.
# How alerts are counted
- Session credits and document credits are tracked as separate dimensions; each one triggers its own alerts. A dimension with no configured limit never triggers alerts.
- Each threshold fires once per billing cycle per dimension. Session alerts reset with the monthly session cycle; document alerts re-arm only if document usage drops back below the threshold (for example, after deactivating documents or increasing the quota).
- If usage jumps past several thresholds at once, a single email is sent for the highest threshold reached.
- Dismissing the pop-up hides it for you only; other administrators keep seeing it until they dismiss it themselves. The 100 % pop-up reappears 24 hours after being dismissed while the quota remains exhausted; the 80 % and 90 % pop-ups stay dismissed.
- Alerts are informational only: reaching a threshold never blocks the service.
# Features
Below the usage cards, the subscription page displays the full list of features associated with the plan, split into four categories:
# Included Features
Features that come with the current plan, displayed as green tiles with a checkmark. Features that are not available on the plan are shown as grey tiles with an ✕, so administrators can see at a glance what the plan does and does not include.
# Active Add-ons
Optional features (sold separately) that have been enabled on this subscription. Displayed as green tiles with a checkmark. If no add-on is active, the section shows No active add-ons.
# Available Add-ons
Optional features that are available for purchase but have not been activated yet. Contact Witivio to enable them.
# Preview Features
Features that are available in preview for the current plan. They are highlighted in blue with a star badge. Preview features may change or be promoted to general availability in a future release.
# Subscription Plans
| Plan | Typical usage |
|---|---|
| Trial | 5-day evaluation period. |
| Starter | Small teams getting started with AI desk Pro. |
| Premium | Mid-size organizations needing more agents and documents. |
| Platinum | Larger organizations with higher usage needs. |
| Enterprise | Usage-based billing for large-scale deployments. |
# Managing Your Subscription
To renew, upgrade, or modify your subscription, go to the Microsoft 365 admin center (opens new window) under Billing > Your products. For assistance, contact the Witivio support team via the in-app chat.