Pilot limits
Content owner: Quote Control product. Last reviewed: 20 September 2026.
Private pilots have limits on cost-bearing resources. Administrators can see current usage under Administration → Pilot usage.
What is measured
Section titled “What is measured”| Limit | Counts | Changes when |
|---|---|---|
| Active users | Accounts that can currently sign in | An account is created, deactivated or reactivated |
| Document storage | Retained private documents, including controlled PDFs, supporting evidence and retained report imports | A document is stored or removed |
| AI operations this month | Started Create scope, Tidy scope, report analysis and, where enabled, parts-research provider attempts during the current UTC calendar month | A request starts; the count resets at the next UTC calendar month |
The exact allowances belong to the company’s pilot agreement and are shown inside its application rather than published here.
When a limit is reached
Section titled “When a limit is reached”Quote Control blocks the next action that would exceed a limit. It does not delete existing accounts, files, quotations or suggestion traces.
- At the active-user limit, deactivate an unused account before creating or reactivating another user.
- At the storage limit, remove an unnecessary supporting document only after checking retention needs. A new upload or generated document that would exceed the limit cannot be stored.
- At the monthly AI-operation limit, continue editing scope manually until the next calendar month.
Failed provider attempts count toward AI-operation usage because they can consume provider capacity. Ask the company administrator to check the OpenAI connection before repeatedly retrying an error.
The count measures started operations, not tokens or monetary cost. Unknown provider token usage is not treated as zero. Deleting a quotation or discarding a report does not restore that month’s allowance. Each explicitly started new analysis counts again; refreshing status or replaying the same analysis request does not start another operation. Where parts research is enabled, a provider attempt counts when it starts. Cancelling releases work that has not started, but cannot erase a started attempt. An attempt with unknown provider usage remains counted rather than being treated as zero.
Report analysis is available only in deployments where the feature has been enabled. Uploading a report does not send it to OpenAI or use an AI operation. The optional public-product-identification check uses that same report analysis; it does not create an extra operation. Separate parts research remains subject to the company’s policy and allowance.
Effect on existing work
Section titled “Effect on existing work”Pilot usage is read-only information. Viewing it does not change company configuration. Reaching a limit blocks only the next capacity-consuming action; existing records remain available under their normal role and workflow rules.
Pilot allowances belong to the company agreement and cannot be increased from this screen. Use the private pilot contact when an allowance needs review.
Return to the Administration overview.