AI Usage

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Overview

AI usage is now part of nuwacom and makes visible how much AI performance is used during the current usage period. The model creates transparency about consumption and flexibility in how AI performance is distributed across different Seats and expanded when needed. The included AI usage is part of every Seat and covers normal day-to-day work without requiring each action to be planned individually. When demand rises, Additional AI Usage can be booked and flexibly distributed across users. Three terms structure the model:

• Plans define the feature scope and provisioning, bookable as Business or Enterprise.
• Seats determine, via the Seat-Type, how much AI usage is included per user, available as Standard, Premium, and Power.
• Additional AI Usage expands the available capacity at the company level and is assigned to individual users as needed.

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How AI Usage is structured

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AI Usage in Seats

The included AI usage is covered through the Seat. Three Seat-Types are available: Standard, Premium, and Power. The Seat-Types differ only in the amount of included AI usage, not in feature scope: every user receives the same complete feature scope of the respective Plan.

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Additional AI Usage

When the included AI usage is not sufficient, Additional AI Usage can be booked. It is distributed flexibly across users and suits higher or targeted demand, such as extensive workflows, building apps, or intensive agentic work.

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Separate Usage Areas

Certain use cases run separately from the internal Seats, in particular external chatbots without an internal user license. Separate rules for Additional AI Usage apply to these areas, agreed upon based on expected usage, model choice, and use case.

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Seats at a Glance

The Seat-Type determines how much AI usage is included per user and which price per user applies. The following overview shows which Seat-Type suits which users and what AI usage is included. Users who permanently need more AI usage move from the Standard Seat-Type to Premium, or from Premium to Power. The Premium Seat-Type closes the gap for active users who need more AI usage but do not yet require a Power Seat. Users who permanently need more AI usage move from the Standard Seat-Type to Premium, or from Premium to Power. The Premium Seat-Type closes the gap for active users who need more AI usage but do not yet require a Power Seat.

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Managing AI Usage in the Workspace

Admins manage AI usage centrally in the settings under Plan & Usage. This area is accessible to admins only. Plans, Seats, consumption, and Additional AI Usage are brought together there.

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View AI Usage

1. Click on Account.
2. Select View AI Usage.
3. Review your teams AI usage.

You can also access AI Usage centrally in Workspace Settings>Plan & Usage.

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Review Plan and Included Seats

View the active Plan and renewal date, including the included Seats per Seat-Type: Standard (€25), Premium (€49), Power (€99). Unassigned Seats can be assigned directly through the displayed notice. Plan and billing can be adjusted through Manage Plan and Payment and Billing.

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Review Consumption in the Workspace

View the consumption of all users at a glance. Track the remaining Additional AI Usage in total and per user as utilization.

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Assign Seats and Additional AI Usage

For each user, see which Seat-Type is assigned, along with the assigned Additional AI Usage and utilization as a percentage.

1. Change the Seat-Type in the “Seat” column.
2. Assign Additional AI Usage from the workspace quota to individual users in the “Additional” column.
3. Add more users through “Invite Users” or filter through the search field.

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Providing more AI Usage

Two paths increase the available AI usage:

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1. Upgrade the Seat

Raise a user’s Seat-Type, for example from Standard to Premium or from Premium to Power, when more AI usage is permanently needed.

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2. Book Additional AI Usage

Rrovide more flexible capacity for users, teams, or use cases. Additional AI Usage is booked at the company level and can be distributed flexibly to the users, teams, or use cases that need it. It is especially suitable for more demanding or recurring usage, such as extensive workflows, building apps, or many automations.

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AI Usage Availability Period

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Seats

The AI usage included with a Standard, Premium, or Power Seat is available for one month at a time. The full allowance is renewed at the beginning of each month. Unused included AI usage expires at the end of the month and does not carry over to the next month. Each month therefore starts with the full monthly allowance, regardless of how much was used in the previous month.

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Additional AI Usage

Additional AI Usage is booked as an allowance for the respective contract term. This allowance is available throughout the entire contract term and can be used flexibly during this period. Additional costs only apply if the customer actively books Additional AI Usage or authorizes its purchase.

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Plans at a Glance

nuwacom is bookable in two Plans. Both include the full AI functionality and differ in provisioning, governance, hosting, and integration depth. The Enterprise Plan includes all Business features and adds automated Knowledge Base synchronization, advanced governance and compliance, custom integrations, prioritized support with SLA, and dedicated onboarding. A detailed feature and pricing overview is available here. To unlock advanced features, switch to Enterprise and talk to an AI expert.

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What happens when AI Usage is exhausted

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Normal Usage in nuwacom

When the monthly included AI usage is used up, nuwacom does not block. Chat remains available, and the system automatically switches to Auto Mode for further requests, meaning a more cost-efficient model. Users continue working without interruption, and no unplanned additional costs arise.

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External Chatbots and Workflows

When the Additional AI Usage designated for an external chatbot or workflow is exhausted, it is blocked. Further processing resumes only once Additional AI Usage has been booked, a Seat upgrade has taken place, or the next monthly usage period starts.

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What consumes more AI Usage

As a guideline: the more context, files, data, and intermediate steps are processed, the more AI usage is consumed. Normal usage, covered through the Seat:

• Chat
• Knowledge search
• Summaries
• Meetings
• Simple documents

Higher consumption, plan additional capacity for regular use:

• Large files
• Complete presentations
• Complex workflows
• Building apps
• Visualizations
• API usage

Separate planning, through dedicated Additional AI Usage:

• External chatbots
• Company-wide automations

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AI Usage Tips

Powerful models consume more AI usage, and so do Apps, videos, and images. The greatest impact comes from deliberate use following one principle: think first, then prompt, then run. With Apps, videos, and images in particular, a short preparation step noticeably reduces consumption.

• Small context: The biggest driver is usually not the prompt itself, but the conversation history carried along and any attached documents. For a new topic, a new chat works better than a long thread, since every message pulls in the entire prior context. For long files, the relevant excerpt is often enough instead of the whole document.
• Precise over vague prompts: Imprecise requests lead to follow-up questions, wrong assumptions, and rework, and each round costs the full context again. A clear prompt that states context, goal, and desired format saves several clarification rounds.
• Output length control: An explicit request for brevity (“keep it short”, “bullet points only”, “no explanation”) reduces the output and often the follow-up rounds as well.
• No redundancy: Large files or data sets do not need to be re-inserted with every message once they are already in the context. For recurring tasks, a template or a script works better than explaining the full context again.
• Bundled tasks: Several small requests in sequence cost more in total than one structured request that covers everything, since each new message counts the previous history again.
• Only relevant tools and data: Every unnecessarily loaded tool and every unnecessarily searched data source creates additional overhead. A targeted request is more economical than a broad search across all sources.
• Concept work first: For slides or images, develop a script in a simple chat before starting generation. The finished script then serves as a precise prompt instruction and saves AI usage, because the AI has less room for interpretation and delivers the result on the first attempt.

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FAQ