From 18ea4ffef4bfd2a7a9734fdca838422c13e5a901 Mon Sep 17 00:00:00 2001 From: Usama Date: Thu, 22 Oct 2026 14:11:59 +0500 Subject: [PATCH] docs: describe the new free tier in feature and user docs The free plan is now 5 hours of audio a month and 1 hour per conversation. Conversations are no longer locked. Drop the old "one hour, then Locked" wording and add the new monthly limits for chats, reports, maps and analyses, plus how a client workspace shares the org's allowance. --- docs/features/chat-and-ask.md | 7 ++- .../features/conversations-and-transcripts.md | 6 +-- docs/features/export-and-data-portability.md | 2 +- docs/features/live-monitor.md | 2 - docs/features/mcp-and-bring-your-own-llm.md | 3 +- docs/features/partner-program.md | 2 +- docs/features/recording.md | 41 +++++++++------- docs/features/reports.md | 4 +- docs/features/tiers-and-billing.md | 49 +++++++++++++------ docs/features/transcription.md | 6 +-- .../developer-external/mcp-and-byo-llm.md | 2 +- .../developer-internal/chat-and-agent.md | 4 +- docs/users/developer-internal/data-model.md | 2 +- .../developer-internal/processing-pipeline.md | 6 +-- .../external-client-workspaces.md | 17 ++++--- docs/users/host/chat-and-ask.md | 8 +-- docs/users/host/collecting-conversations.md | 28 ++++++----- docs/users/host/getting-started.md | 12 ++--- docs/users/host/index.md | 2 +- docs/users/host/reports.md | 2 +- docs/users/host/tiers-billing-and-usage.md | 46 +++++++++++------ .../host/transcripts-and-conversations.md | 18 +++---- ...oubleshooting-transcripts-and-summaries.md | 9 ++-- 23 files changed, 160 insertions(+), 118 deletions(-) diff --git a/docs/features/chat-and-ask.md b/docs/features/chat-and-ask.md index e7ded1f0e..f9ef1c453 100644 --- a/docs/features/chat-and-ask.md +++ b/docs/features/chat-and-ask.md @@ -181,10 +181,9 @@ wrong?". Your feedback and the reply go to the dembrane team. - Admins, members and external collaborators can chat. Observers do not see "Ask" in the sidebar. See [roles & permissions](./roles-and-permissions.md). -- Ask needs no paid plan. On the Free plan a workspace has one chat, and a chat takes three - questions. After that the chat shows "Upgrade to continue". On the Free plan, a - conversation recorded after the free recording hour is used up cannot be attached. See - [tiers & billing](./tiers-and-billing.md). +- Ask needs no paid plan. On the Free plan an account starts two new chats a month, and a + chat takes 20 questions. After that the chat shows "Upgrade to continue". A chat from an + earlier month takes no new questions. See [tiers & billing](./tiers-and-billing.md). - Replies are written by Gemini models served from an EU endpoint. ## Related diff --git a/docs/features/conversations-and-transcripts.md b/docs/features/conversations-and-transcripts.md index afba77f8b..8fd53fda6 100644 --- a/docs/features/conversations-and-transcripts.md +++ b/docs/features/conversations-and-transcripts.md @@ -47,8 +47,8 @@ The "Conversations" list on the project's "Overview" shows one status per row in "Live", "Transcription error", "Empty", "Transcribing", "Verified" or "Done". "Live" is the same as "Ongoing". "Empty" means no piece has arrived at all. -On a conversation page, "Locked" means the free plan's one hour is used and the transcript -and summary are hidden. See [recording](./recording.md). +The free plan never hides a transcript or a summary. It limits how much audio comes in. See +[recording](./recording.md). ## A conversation page @@ -99,7 +99,7 @@ There are no bulk actions for moving, deleting or retranscribing conversations. ## Download the audio "Download audio" gives one MP3 file of the whole conversation. It is not available for -anonymised, text-only or locked conversations. +anonymised or text-only conversations. ## Counts and usage diff --git a/docs/features/export-and-data-portability.md b/docs/features/export-and-data-portability.md index e2abdcfab..3b17301ee 100644 --- a/docs/features/export-and-data-portability.md +++ b/docs/features/export-and-data-portability.md @@ -25,7 +25,7 @@ Good to know: - The zip leaves out conversations that have no transcript text. - Each file in the zip is named with the date and time, the participant's name and the start of the conversation's ID, so the files sort by time. -- "Download audio" is not available for anonymised, text-only or locked conversations. +- "Download audio" is not available for anonymised or text-only conversations. ## What does not exist diff --git a/docs/features/live-monitor.md b/docs/features/live-monitor.md index 13a7fc1fc..0738c335f 100644 --- a/docs/features/live-monitor.md +++ b/docs/features/live-monitor.md @@ -85,8 +85,6 @@ Click a tile for the "Conversation" dialog. It holds: - Audio you uploaded in the dashboard, and retranscribed copies. - The words being said. A tile shows state and audio level, not transcript text. -- On a free workspace that has used its hour, tiles are locked and open the upgrade dialog. - See [recording](./recording.md). ## Related diff --git a/docs/features/mcp-and-bring-your-own-llm.md b/docs/features/mcp-and-bring-your-own-llm.md index 8d5c5d6d3..6a4c4da77 100644 --- a/docs/features/mcp-and-bring-your-own-llm.md +++ b/docs/features/mcp-and-bring-your-own-llm.md @@ -83,8 +83,7 @@ These are the tools an assistant gets. Their names show up in your assistant and | `dembrane_report_issue` | Files a support ticket in your name | | `dembrane_request_tool` | Asks the dembrane team for a tool that does not exist yet | -A conversation that is locked by the free plan's one hour returns no transcript text here -either. +The free plan does not hide transcripts. Every tool returns the same text on every plan. ## Bring your own language model diff --git a/docs/features/partner-program.md b/docs/features/partner-program.md index e419419f5..ce7246665 100644 --- a/docs/features/partner-program.md +++ b/docs/features/partner-program.md @@ -35,7 +35,7 @@ dembrane then: | | "For internal use" | "For an external organisation" | |---|---|---| | Billing | Your organisation's plan and seats | Its own account, plan and seats. The badge reads "{Tier} (partner)": "Billed separately, not part of the organisation's plan." | -| Plan at the start | Your organisation's plan | Free. The free plan's limits apply until this workspace has a paid plan of its own | +| Plan at the start | Your organisation's plan | Free. The free plan's limits apply until this workspace has a paid plan of its own. While your organisation is on Free too, the workspace shares your organisation's free allowance | | Access setting at the start | Any your plan includes | "Everyone in your organisation" only | | Observers | Cannot be invited | Can be invited, for free | | Data owner | None | The client you named | diff --git a/docs/features/recording.md b/docs/features/recording.md index a6091d738..4b9453274 100644 --- a/docs/features/recording.md +++ b/docs/features/recording.md @@ -1,6 +1,6 @@ --- title: Recording -description: How audio gets into dembrane. Recording in the participant portal, uploading audio files, the real limits, the free plan's one hour, and what happens on a bad connection. +description: How audio gets into dembrane. Recording in the participant portal, uploading audio files, the real limits, the free plan's monthly hours, and what happens on a bad connection. audience: all --- @@ -99,23 +99,28 @@ summarised straight away, carries an "Upload" badge, and does not appear on the Upload takes audio only. There is no upload for documents, transcripts or text files. Observers cannot upload. -## The free plan's one hour - -A workspace on the free plan gets one hour of audio in total. The hour is counted over the -life of the workspace, not per month, and deleted conversations still count. Paid plans -have no cap on hours. - -Recording never stops at the cap, and participants notice nothing. What changes is on the -host's side: - -- A conversation finished after the hour was used is marked "Locked". Its transcript and - summary are hidden. A conversation that started under the cap stays open, even if it ran - past it. -- Upload is locked, with the message "Upload limit reached". -- Tiles on the monitor are locked. - -After an upgrade the locked conversations open and their summaries are written. See -[tiers and billing](./tiers-and-billing.md). +## The free plan's hours + +An account on the free plan gets 5 hours of audio a month, shared by all its workspaces. +One conversation can be at most 1 hour long. The month starts on the 1st (UTC). Deleted +conversations still count. Paid plans have no cap on hours. + +- Only one project in the account takes recordings. Other projects show "Recordings are + paused for this project on the free plan. New recordings go to {name}." and "Use this + project for recordings" switches it. +- At 1 hour the portal stops the recording and shows "That's a wrap": "This conversation + has reached its maximum length. Everything you recorded is saved." +- When the month's hours run out during a recording, the portal shows "Recording has + stopped for now. Everything you recorded is saved." +- A portal with no hours left, or of a project that does not take recordings, shows "This + project isn't taking recordings right now." It never mentions plans. A portal for + typed text still works. +- Upload checks each file's length first: "This file is {file} long. You have {left} of + recording left this month." +- Everything that was recorded is transcribed and summarised as usual. No conversation is + locked. + +See [tiers and billing](./tiers-and-billing.md). ## The iOS app diff --git a/docs/features/reports.md b/docs/features/reports.md index 685b55640..89c9a5fa6 100644 --- a/docs/features/reports.md +++ b/docs/features/reports.md @@ -139,8 +139,8 @@ hours. The billing role has no access to projects. See [roles & permissions](./roles-and-permissions.md). -Reports need no paid plan. On the Free plan a workspace has one report: "Your free plan -includes one report. Upgrade to create more." See [tiers & billing](./tiers-and-billing.md). +Reports need no paid plan. On the Free plan an account has one report a month: "The free +plan includes 1 report a month." See [tiers & billing](./tiers-and-billing.md). A finished report can also trigger a webhook, "Report generated". Webhooks are set up under "Automation" (Beta) by a workspace admin and need the Changemaker plan or higher. See diff --git a/docs/features/tiers-and-billing.md b/docs/features/tiers-and-billing.md index 5bba1fd2b..94bad71a0 100644 --- a/docs/features/tiers-and-billing.md +++ b/docs/features/tiers-and-billing.md @@ -28,29 +28,47 @@ Changemaker. | | On the free plan | |---|---| -| Recorded audio | 1 hour for each workspace, counted over the whole life of the workspace, not each month. Deleted conversations still count | +| Recorded audio | 5 hours a month, and at most 1 hour per conversation. Deleted conversations still count | +| Projects | 1. Sample projects do not count. Deleting the project frees the place | +| Recording | One project takes recordings and uploads. You choose which one | +| Organisations | 1. A person who owns or runs a free organisation cannot create another | | Workspaces | 1 on your organisation's plan. A workspace for an external organisation is not counted | -| Chat | 1 chat for each workspace, with 3 questions. Deleting the chat frees the place | -| Reports | 1 for each workspace. Deleted reports do not count | +| Chat | 2 new chats a month, each with 20 questions. Deleting a chat does not free the place | +| Reports | 1 a month. Deleted reports still count | +| Maps | 1 map a month | +| Popcorn | 12 analyses a month. Live analysis runs at most every 5 minutes | | [Agent (MCP)](./mcp-and-bring-your-own-llm.md) tool calls | 1,000 each calendar month for the whole organisation | | People | No limit. The free plan is not limited to one user | -The free plan does not include the features in the next table. +The limits are counted for the whole billing account, across all its workspaces. The +month starts on the 1st (UTC). Workspace settings, "Usage and billing", shows "Free plan +allowance": what you used, of how much, and "Resets on {date}". dembrane can change the +numbers, and that card always shows the current ones. -When the free hour is used up: +- A chat from an earlier month stays readable but takes no new questions. +- A report or popcorn analysis that fails before it produces anything is given back. So is a + map that fails to start. +- An account that moves down to Free gets the full allowance from that moment. +- Nothing is ever locked. Every transcript and summary stays readable. -- Participants are never stopped. The portal keeps working. -- A conversation that started inside the hour stays open to you. -- Later conversations are locked for the host: the transcript and the summary are held - back. A locked conversation gets its summary after the workspace moves to a paid plan. -- You cannot upload recordings ("Upload limit reached") or use the microphone in chat. -- dembrane tells you: "Your free transcription hour is used up." +When the month's hours are used up: + +- A recording that is going on stops. The participant sees "That's a wrap" and "Recording + has stopped for now. Everything you recorded is saved." +- The portal shows "This project isn't taking recordings right now." It never mentions + plans. +- Uploads are paused until the 1st. +- The account's owners and admins get a notice and the email "{name} has used this month's + recording hours". + +The microphone in chat needs a paid plan. ## What needs a paid plan | Feature | Plan | Who can use it | |---|---|---| -| More than 1 hour of audio, 1 workspace, 1 chat with 3 questions, 1 report | any paid plan | | +| More audio, projects, workspaces, chats, reports, maps and popcorn analyses than the free plan includes | any paid plan | | +| Recording in every project, and the microphone in chat | any paid plan | | | Agent (MCP) tool calls that are not counted | any paid plan, on at least one workspace of the organisation | | | Hide the dembrane event invitation in the portal | any paid plan | anyone who can edit the project | | A workspace that is "Invite only" or "Private" | Innovator or above | workspace admins, and organisation admins when they create it | @@ -64,7 +82,7 @@ Going back is always free: making a project visible to the workspace again, or s workspace back to "Everyone in your organisation", needs no plan. A feature your plan does not include shows the badge "Available on a paid plan". A control -you cannot use opens one short line, such as "The free plan includes one report.", with the +you cannot use opens one short line, such as "The free plan includes a monthly allowance of reports.", with the link "Tell us what you need". ## How you get a paid plan @@ -111,8 +129,9 @@ Every workspace is paid for by one billing account, and the plan sits on that ac - A workspace "For an external organisation" has its own account. It starts on the free plan, whatever plan your organisation has. Its plan badge reads "{Tier} (partner)": "Billed separately, not part of the organisation's plan." Someone who is in that - workspace and in your internal workspaces holds a seat on each account. See - [the partner program](./partner-program.md). + workspace and in your internal workspaces holds a seat on each account. While both your + organisation and that workspace are on Free, the workspace uses your organisation's free + allowance. See [the partner program](./partner-program.md). ## Where you see usage and billing diff --git a/docs/features/transcription.md b/docs/features/transcription.md index 653046e2b..2121fa526 100644 --- a/docs/features/transcription.md +++ b/docs/features/transcription.md @@ -92,9 +92,9 @@ The recording itself is saved. For what to try next, see ## On the free plan -Once a free workspace has used its one hour of audio, transcripts and summaries of later -conversations are hidden and the conversation is marked "Locked". Recording goes on. See -[recording](./recording.md). +Every conversation is transcribed and summarised, on every plan. The free plan limits how +much audio comes in: 5 hours a month for the account, and 1 hour per conversation. Nothing +that was recorded is hidden. See [recording](./recording.md). ## Related diff --git a/docs/users/developer-external/mcp-and-byo-llm.md b/docs/users/developer-external/mcp-and-byo-llm.md index 0d28a4153..a7cfff293 100644 --- a/docs/users/developer-external/mcp-and-byo-llm.md +++ b/docs/users/developer-external/mcp-and-byo-llm.md @@ -94,7 +94,7 @@ Each tool is also a plain REST call under `/api/v2/agent`, with the same bearer - An MCP answer is capped at about 60,000 characters. A longer answer is cut, marked `truncated`, and says how to page. - An organisation on the free plan gets 1,000 tool calls per calendar month (UTC). An organisation with any workspace on a paid plan is not counted. `dembrane_whoami` and `dembrane_find_projects` never count. -- Each tool follows the person's own permissions. A conversation that the workspace's plan has locked returns no transcript text. +- Each tool follows the person's own permissions. No plan hides transcript text. ## Control and audit diff --git a/docs/users/developer-internal/chat-and-agent.md b/docs/users/developer-internal/chat-and-agent.md index 05b4a830a..36b30d714 100644 --- a/docs/users/developer-internal/chat-and-agent.md +++ b/docs/users/developer-internal/chat-and-agent.md @@ -24,7 +24,7 @@ For what a host sees, read [chat and Ask](../../features/chat-and-ask.md). A third mode, `overview`, is still stored on older chats. Those chats still open, and nothing creates a new one. A chat's mode is set once and cannot be changed. New chats start as "Specific Details", and a host opts in to the assistant from the Ask screen. -Both paths need the `chat:use` policy on the project. See [roles and policies in code](./roles-and-policies.md). On the free tier both allow one chat per workspace and three questions per chat. +Both paths need the `chat:use` policy on the project. See [roles and policies in code](./roles-and-policies.md). On the free tier both share one gate: 2 new chats a month per billing account and 20 user turns per chat. See [the free tier in code](./free-tier.md). ## Plain chat @@ -34,7 +34,7 @@ Both paths need the `chat:use` policy on the project. See [roles and policies in - The host's message is stored first and removed again when the reply fails. The reply itself is written by the dashboard through the chat BFF (`/api/v2/bff/chat-messages`) when the stream ends. - Replies run on the `multi_modal_pro` model group. Chat titles and follow-up suggestions run on `multi_modal_fast`. - One reply may take 300 seconds. -- The free tier limits are in `packages/chats/src/tiers.ts`. +- The free tier gate is `freeChats` in `packages/chats/src/free.ts`. `packages/chats/src/tiers.ts` holds the sample project cap (`FREE_TIER_MAX_SAMPLE_USER_TURNS`). ## The assistant diff --git a/docs/users/developer-internal/data-model.md b/docs/users/developer-internal/data-model.md index 2d2dbc380..2f87e6f1f 100644 --- a/docs/users/developer-internal/data-model.md +++ b/docs/users/developer-internal/data-model.md @@ -49,7 +49,7 @@ billing_account (workspace.billing_account_id) | `workspace` | Belongs to an org. Carries `visibility`, the required `billing_account_id`, the data owner fields and `allow_support_access`. | | `billing_account` | The billing unit: `tier`, `status`, `payment_mode`, seats, invoice details. A workspace's tier is the tier of its billing account. | | `project` | Belongs to a workspace. Holds the portal settings, `language`, `visibility`, `is_conversation_allowed` and `anonymize_transcripts`. | -| `conversation` | One contribution. Flags: `is_finished`, `is_all_chunks_transcribed`, `is_over_cap`, `is_anonymized`. Also `summary`, `title`, `duration` and `merged_audio_path`. | +| `conversation` | One contribution. Flags: `is_finished`, `is_all_chunks_transcribed`, `is_anonymized`, and `is_over_cap`, which is retired and no longer set or read as a lock. Also `summary`, `title`, `duration` and `merged_audio_path`. | | `conversation_chunk` | The unit of upload and transcription: `path`, `transcript`, `error`, `diarization`, `timestamp`, `source`. | A chunk is pending while it has no transcript and no error. [The processing pipeline](./processing-pipeline.md) explains how the flags move. diff --git a/docs/users/developer-internal/processing-pipeline.md b/docs/users/developer-internal/processing-pipeline.md index 46526d154..9fb5a4f1d 100644 --- a/docs/users/developer-internal/processing-pipeline.md +++ b/docs/users/developer-internal/processing-pipeline.md @@ -42,10 +42,10 @@ Chunk runs wait on the language model, so many run at once. The ffmpeg work they | `transcribe` | One Gemini call per piece on the `multi_modal_pro` model group, with the audio sent inline. On a retryable error it falls back to `multi_modal_fast`. The project's `language` and its key terms (`default_conversation_transcript_prompt`) are passed in. The result is stored in `conversation_chunk.transcript`, with `diarization.schema` set to `Dembrane-26-07-gemini`. | | `hand-over` | The one place that decides a conversation is ready. It locks the conversation row, checks that the conversation is finished and that no chunk is pending, and enqueues `conversations.finalize` in the same transaction. Both the chunk run and the finish run call it, so whichever commits last sees the other's work. | | `claim` in finish | Sets `is_finished`. Of two finishes at the same time, exactly one proceeds. | -| `stamp-over-cap` | Sets `is_over_cap` from the workspace's recorded hours and its tier. | +| `stamp-over-cap` | A no-op. The lifetime hour lock is retired, and the step stays so durable runs replay by order. It no longer sets `is_over_cap`. | | `claim` in finalize | Sets `is_all_chunks_transcribed` once, and queues the `conversation.transcribed` webhooks in the same commit. | | `merge` | Joins every chunk with audio, in time order, into one mp3. Sets `merged_audio_path` and `duration`. If the merge gives up, the merged file is built on demand when a host plays the conversation. | -| `summarize` | One model call on `multi_modal_pro`. A conversation locked by its tier is skipped, and is summarised after an upgrade. Then `summarized-webhook` queues the `conversation.summarized` webhook. | +| `summarize` | One model call on `multi_modal_pro`. Then `summarized-webhook` queues the `conversation.summarized` webhook. | | `measure` | Fills `duration` by probing chunks when the merge left none. | When the project anonymises transcripts, transcription also redacts. A regular-expression pass replaces emails, IBANs, phone numbers, Dutch postcodes and 8 to 9 digit numbers with placeholders. A second model pass then corrects and redacts, using the audio and the first transcript. @@ -95,7 +95,7 @@ The media app is an HTTP shell around ffmpeg: `POST /probe`, `/probe-url`, `/con | Job name | Every | What it does | |---|---|---| | `conversations.finish-idle` | 2 minutes | Finishes conversations nobody added to for 5 minutes. A conversation with no chunks at all waits 30 minutes, and stays open while the portal still pings. | -| `conversations.summary-catch-up` | 5 minutes | Summarises transcribed conversations that have no summary and are not locked. | +| `conversations.summary-catch-up` | 5 minutes | Summarises transcribed conversations that have no summary, whatever their old `is_over_cap` stamp says. | ## Reports and chat diff --git a/docs/users/host-partner/external-client-workspaces.md b/docs/users/host-partner/external-client-workspaces.md index b60fb01e1..a1dda006d 100644 --- a/docs/users/host-partner/external-client-workspaces.md +++ b/docs/users/host-partner/external-client-workspaces.md @@ -41,13 +41,18 @@ workspace instead." ## Billing and limits -The workspace starts on its own free plan, whatever plan your organisation has. The free limits -count for this workspace alone. The ones you meet first: +The workspace starts on its own free plan, whatever plan your organisation has. Who counts the +free limits depends on your organisation's plan: -- One hour of recorded audio in total. Participants are never stopped, but conversations finished - after that hour are locked for you: their transcript and summary stay hidden until the - workspace is on a paid plan. -- One chat with three questions, and one report. +- Your organisation is on a paid plan: the limits count for this workspace alone. +- Your organisation is on Free too: the workspace shares your organisation's free allowance. Its + "Free plan allowance" card reads "Shared across all workspaces in this organisation". + +The ones you meet first: + +- 5 hours of recorded audio a month, and at most 1 hour per conversation. Nothing that was + recorded is ever locked. +- One project, two chats a month with 20 questions each, and one report a month. To arrange a paid plan, open the workspace's settings and go to "Usage and billing". It reads "This workspace is billed separately". Choose "Tell us what you need": a short form, then a call diff --git a/docs/users/host/chat-and-ask.md b/docs/users/host/chat-and-ask.md index 3f2b72624..ab94e921b 100644 --- a/docs/users/host/chat-and-ask.md +++ b/docs/users/host/chat-and-ask.md @@ -145,11 +145,11 @@ page built from recent conversations. ## Limits -- Free plan: one chat per workspace and three questions per chat. At the limit the chat shows - "Upgrade to continue" and "See upgrade options". See +- Free plan: two new chats a month and 20 questions per chat, for the whole account. At the + limit the chat shows "Upgrade to continue" and "See upgrade options". See [tiers, billing and usage](./tiers-billing-and-usage.md). -- Free plan: a conversation recorded after your free recording hour is used up cannot be added - to a chat. +- Free plan: a chat from an earlier month stays readable but takes no new questions. Start a + new chat instead. - No paid plan is needed for either chat mode. Answers in both modes come from Gemini language models served from an EU endpoint. diff --git a/docs/users/host/collecting-conversations.md b/docs/users/host/collecting-conversations.md index 59811feee..06d54c77a 100644 --- a/docs/users/host/collecting-conversations.md +++ b/docs/users/host/collecting-conversations.md @@ -18,19 +18,20 @@ already have. Both become conversations in the same project. ## Check your plan before the session -The free plan includes one hour of audio for the whole life of the workspace, not per month. -Uploads count, and so do conversations you deleted. +The free plan includes 5 hours of audio a month for your whole account, and at most 1 hour +per conversation. The month starts on the 1st (UTC). Uploads count, and so do conversations +you deleted. Only one project takes recordings: the others show "Recordings are paused for +this project on the free plan." Press "Use this project for recordings" on the one you need. -The portal never stops anyone from recording. What changes is what you can read. A -conversation that finishes after the workspace has reached its hour is locked: the -transcript and the summary are hidden and the conversation carries the badge "Locked". The -conversation that crosses the hour stays readable. +When a limit is reached, recording stops and the participant sees "That's a wrap". +Everything recorded up to then is saved, transcribed and summarised. Once the month's hours +are used, the portal shows "This project isn't taking recordings right now." until the 1st. -An example: four groups record 40 minutes each on a new free workspace. The first two to -finish are readable. The other two are recorded, but locked. +An example: eight groups record 40 minutes each at the same time, on an account with 5 hours +left. Together they reach 5 hours after about 37 minutes, so every recording stops there. -Locked conversations open once the workspace is on a paid plan. Getting there takes a short -form and a call with the dembrane team, not a button, so arrange it before the day. See +A paid plan takes a short form and a call with the dembrane team, not a button, so arrange +it before the day. See [tiers, billing and usage](./tiers-billing-and-usage.md). ## Share the portal @@ -138,8 +139,9 @@ straight away and marks the conversation with an "Upload" badge. Upload takes audio only. There is no upload for documents, transcripts or text files. Written input comes in through the text screen of the portal. -With the "Observer" role you cannot upload. On a free workspace that has used its hour, -upload is locked and shows "Upload limit reached". +With the "Observer" role you cannot upload. On the free plan, dembrane checks each file's +length first. A file that is too long shows, for example, "This file is {file} long. You have +{left} of recording left this month." ## dembrane Go @@ -161,4 +163,4 @@ no new audio has arrived for five minutes. It then gets its summary. Read on in - [The participant portal](../../features/portal-and-participant-experience.md): the portal, screen by screen. - [Recording](../../features/recording.md): how audio is sent and what happens on a bad connection. - [The live monitor](../../features/live-monitor.md): every state and warning. -- [Tiers, billing and usage](./tiers-billing-and-usage.md): the free hour and paid plans. +- [Tiers, billing and usage](./tiers-billing-and-usage.md): the free plan's hours and paid plans. diff --git a/docs/users/host/getting-started.md b/docs/users/host/getting-started.md index 5e425d0b1..077ca0afe 100644 --- a/docs/users/host/getting-started.md +++ b/docs/users/host/getting-started.md @@ -11,10 +11,10 @@ organisation, create a project, share its portal, and read what comes back. Run once with a test recording before you put it in front of a room. > [!IMPORTANT] -> A new account starts on the free plan. It includes one hour of audio in total, not per -> month. After that hour people can still record, but the transcripts and summaries of new -> conversations stay hidden until the workspace is on a paid plan. If your session will pass -> an hour, arrange the plan first. See [tiers, billing and usage](./tiers-billing-and-usage.md). +> A new account starts on the free plan. It includes 5 hours of audio a month, at most 1 hour +> per conversation, and one project. When the hours run out, recording stops until the 1st of +> the next month. Everything recorded stays readable. If your session needs more, arrange the +> plan first. See [tiers, billing and usage](./tiers-billing-and-usage.md). ## 1. Create your account @@ -111,10 +111,10 @@ A name came out wrong? Add it as a key term and transcribe again. See ## Then make sense of it - "Ask" in the sidebar opens a chat about your conversations. Press "Select conversations", - type a question and press "Send". The free plan includes one chat with three questions. + type a question and press "Send". The free plan includes two chats a month, with 20 questions each. See [chat and Ask](./chat-and-ask.md). - "Report" in the sidebar writes an article from the project's conversations. Press - "Generate now". The free plan includes one report. See [reports](./reports.md). + "Generate now". The free plan includes one report a month. See [reports](./reports.md). - "Present" prepares a screen for the room, and "Map" lays out the arguments people made. Both are Beta. See [present and map](./present-and-map.md). diff --git a/docs/users/host/index.md b/docs/users/host/index.md index b3f86a808..6f08b0533 100644 --- a/docs/users/host/index.md +++ b/docs/users/host/index.md @@ -25,7 +25,7 @@ worth reading. The judgement stays with you and the people in the room. ## Read and fix - [Transcripts & conversations](./transcripts-and-conversations.md): statuses, search, editing, tags, moving, deleting, downloading. -- [Troubleshooting transcripts & summaries](./troubleshooting-transcripts-and-summaries.md): wrong, missing or locked text. +- [Troubleshooting transcripts & summaries](./troubleshooting-transcripts-and-summaries.md): wrong or missing text. ## Make sense and share diff --git a/docs/users/host/reports.md b/docs/users/host/reports.md index 73e2e4427..c6234bd5f 100644 --- a/docs/users/host/reports.md +++ b/docs/users/host/reports.md @@ -94,7 +94,7 @@ is on in the [portal editor](./portal-editor.md). | Publish, cancel a schedule | "Admin", "Member" | | Delete | "Admin" | -Reports need no paid plan. The free plan includes one report per workspace. After that you see +Reports need no paid plan. The free plan includes one report a month for your account. After that you see "Report limit reached" and "See upgrade options". See [tiers, billing and usage](./tiers-billing-and-usage.md). diff --git a/docs/users/host/tiers-billing-and-usage.md b/docs/users/host/tiers-billing-and-usage.md index 6b73bbe80..d40f72dbb 100644 --- a/docs/users/host/tiers-billing-and-usage.md +++ b/docs/users/host/tiers-billing-and-usage.md @@ -12,7 +12,8 @@ page has no prices: [ask dembrane](#move-to-a-paid-plan) for those. A plan belongs to a billing account, not to a single workspace. The workspaces your organisation uses itself share one plan. A workspace made for an external organisation has its -own plan and starts on Free. +own plan and starts on Free. While your organisation is on Free too, that workspace shares your +free allowance. ## The plans @@ -21,9 +22,13 @@ includes everything a lower one has. | What you want | Plan you need | |---|---| -| More than 1 hour of recording | Any paid plan | -| More than one chat, or more than three questions in a chat | Any paid plan | -| More than one report | Any paid plan | +| More than 5 hours of recording a month, or conversations longer than 1 hour | Any paid plan | +| Recording in more than one project | Any paid plan | +| More than one project | Any paid plan | +| More than two chats a month, or more than 20 questions in a chat | Any paid plan | +| More than one report or one map a month | Any paid plan | +| More than 12 popcorn analyses a month | Any paid plan | +| The microphone in chat | Any paid plan | | A second workspace on your organisation's plan | Any paid plan | | Hide the dembrane event invitation in the portal | Any paid plan | | Private projects, and sharing them with chosen people | Innovator or higher | @@ -39,23 +44,34 @@ No plan caps the number of seats, and paid plans have no cap on recording hours. | Limit | Free plan | |---|---| -| Recording | 1 hour per workspace, counted over the life of the workspace and not per month. Deleted conversations still count. | -| Chats | 1 chat per workspace, 3 questions in it. Deleting the chat frees the slot. | -| Reports | 1 per workspace. A deleted report does not count. | +| Recording | 5 hours a month, and at most 1 hour per conversation. Deleted conversations still count. | +| Projects | 1. Sample projects do not count. Deleting the project frees the slot. | +| Recording project | One project takes recordings and uploads. "Use this project for recordings" switches it. | +| Chats | 2 new chats a month, 20 questions in each. Deleting a chat does not free the slot. | +| Reports | 1 a month. A deleted report still counts. | +| Maps | 1 a month. | +| Popcorn | 12 analyses a month. | +| Organisations | 1. You cannot create a second free organisation. | | Workspaces | 1 on your organisation's plan. | | People | No limit. | | Agent (MCP) tool calls | 1,000 per calendar month per organisation. | -When the free hour is used up: +The limits cover all the workspaces of your billing account together. They start again on the +1st of each month (UTC). A chat from an earlier month stays readable, but takes no new +questions. Workspace "Settings", "Usage and billing" shows "Free plan allowance", with what you +used and "Resets on {date}". -- Participants are never cut off. They can keep recording. -- Conversations recorded past the hour are locked for you. Their transcripts and summaries are - held back until the workspace is on a paid plan. A conversation that started inside the hour - stays open. -- Uploads are blocked, with "Upload limit reached". +When the month's hours are used up: + +- A recording that is going on stops. The participant reads "Recording has stopped for now. + Everything you recorded is saved." +- The portal shows "This project isn't taking recordings right now." Uploads pause too. +- Nothing is locked. Every transcript and summary stays readable. +- Owners and admins get a notice and the email "{name} has used this month's recording hours". > [!TIP] -> Planning a session longer than an hour? Sort out your plan before the event. The way to a +> Planning a session longer than an hour, or more hours than you have left? Sort out your plan +> before the event. The way to a > paid plan includes a call and an offer to sign, so it is not something to start during a > recording. @@ -78,7 +94,7 @@ Add and remove people on each workspace's "Members" page. See | Where | What it shows | Who sees it | |---|---|---| -| Workspace "Settings", "Usage and billing" | This month's "Audio", "Seats", "Members", "Externals", "Observers (free)", "Pending invites" and "Projects" | "Admin", "Member", "Billing" | +| Workspace "Settings", "Usage and billing" | On the free plan, "Free plan allowance". Then this month's "Audio", "Seats", "Members", "Externals", "Observers (free)", "Pending invites" and "Projects" | "Admin", "Member", "Billing" | | Organisation "Settings", "Usage" | "Organisation usage": one row per workspace with "Tier", "Hours", "Seats" and "Status" | Organisation admins and billing | | A project's "Manage" menu, "Usage" | "Audio" and "Conversations" for the project, with a breakdown per conversation | People who can open the project | diff --git a/docs/users/host/transcripts-and-conversations.md b/docs/users/host/transcripts-and-conversations.md index 55a04b796..7d73c6db3 100644 --- a/docs/users/host/transcripts-and-conversations.md +++ b/docs/users/host/transcripts-and-conversations.md @@ -48,7 +48,7 @@ On the "Conversations" page a row can carry several badges at once. | A detective | It is anonymised. | On the conversation's own page you can also meet "Empty" (the conversation is finished and -has no text) and "Locked" (the free plan's hour is used). Both are explained in +has no text). It is explained in [troubleshooting transcripts and summaries](./troubleshooting-transcripts-and-summaries.md). ## Find a conversation @@ -126,18 +126,18 @@ moving and deleting go one conversation at a time. See [chat and Ask](./chat-and |---|---|---| | One transcript | "Download transcript" on the conversation page | A Markdown file | | All transcripts of a project | "Manage", "Export", "Download all transcripts" | A zip with one Markdown file for each conversation that has text | -| The audio of one conversation | "Download audio" | One MP3. Not for anonymised, typed or locked conversations | +| The audio of one conversation | "Download audio" | One MP3. Not for anonymised or typed conversations | There is no spreadsheet export. More in [export and data portability](../../features/export-and-data-portability.md). -## Anonymised and locked conversations +## Anonymised conversations -- An anonymised conversation has personal details replaced in the transcript. You cannot play - or download its audio, and you cannot retranscribe it. -- A locked conversation was finished after a free workspace used its hour of audio. Its - transcript and summary are hidden until the workspace is on a paid plan. See - [tiers, billing and usage](./tiers-billing-and-usage.md). +An anonymised conversation has personal details replaced in the transcript. You cannot play +or download its audio, and you cannot retranscribe it. + +No plan hides a transcript or a summary. The free plan limits how much audio comes in. See +[tiers, billing and usage](./tiers-billing-and-usage.md). ## After a session @@ -149,7 +149,7 @@ There is no spreadsheet export. More in ## Related -- [Troubleshooting transcripts and summaries](./troubleshooting-transcripts-and-summaries.md): wrong, missing or locked text. +- [Troubleshooting transcripts and summaries](./troubleshooting-transcripts-and-summaries.md): wrong or missing text. - [Collecting conversations](./collecting-conversations.md): how conversations come in. - [Setting up the portal](./portal-editor.md): key terms, tags, anonymisation and titles. - [Conversations & transcripts](../../features/conversations-and-transcripts.md): the feature reference. diff --git a/docs/users/host/troubleshooting-transcripts-and-summaries.md b/docs/users/host/troubleshooting-transcripts-and-summaries.md index 04dead6a4..66ed7773c 100644 --- a/docs/users/host/troubleshooting-transcripts-and-summaries.md +++ b/docs/users/host/troubleshooting-transcripts-and-summaries.md @@ -1,6 +1,6 @@ --- title: Troubleshooting transcripts & summaries -description: What to do when a transcript has mistakes, a summary misses the point, or a conversation shows no text, an error or a lock. +description: What to do when a transcript has mistakes, a summary misses the point, or a conversation shows no text or an error. audience: host --- @@ -13,7 +13,7 @@ point, or there is no text at all. Find yours below. |---|---| | Names or jargon are misspelt, or passages read badly | 1. The transcript has mistakes | | The summary is vague, off topic or in the wrong language | 2. The summary misses the point | -| "Transcribing", "Empty", "Transcription error", "Locked", or nothing at all | 3. There is no transcript or summary | +| "Transcribing", "Empty", "Transcription error", or nothing at all | 3. There is no transcript or summary | ## 1. The transcript has mistakes @@ -43,8 +43,8 @@ Adding key terms does not change transcripts that already exist. Retranscribing has no audio playback, no audio download and cannot be retranscribed again. - "Attach verified artifacts" shows when the original has approved outcomes. Switch it on to copy them to the new conversation. -- The new conversation counts toward your audio hours like any other. On the free plan that - uses up part of the hour again. +- The new conversation shows in your usage like any other. On the free plan it does not use + up the month's hours. - An anonymised conversation cannot be retranscribed. ### Marks you can find in a transcript @@ -92,7 +92,6 @@ Other things to know: | "Transcription error", and "Unable to process this chunk" in the transcript | Part of the audio could not be transcribed. The rest was transcribed and summarised, and the recording is saved. | Retranscribe to give the whole recording a fresh pass. If the same part fails again, tell us with "Give feedback". | | "Generate summary" is greyed out | The summary needs transcript text first. | Wait for the transcript, then press "Generate summary". | | A finished conversation has no summary yet | The summary is not written yet, or the attempt failed. | dembrane tries again every 5 minutes. You can also press "Generate summary". | -| "Locked", with "You've reached your transcript limit" | The free plan's one hour of audio was used before this conversation finished. | Nothing is lost. The conversation opens when the workspace is on a paid plan. See [tiers, billing and usage](./tiers-billing-and-usage.md). | ## Still stuck?