Usage Rules

Each nuwacom user license includes AI usage for normal day-to-day work. This covers chat, knowledge search, summaries, meetings, documents, presentations, agents, workflows and apps. The included AI usage allows companies to plan their usage and costs reliably. Additional costs only arise if the company approves further AI usage or upgrades to a higher user profile.

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How AI Usage Works

Using an AI model creates usage-based model costs. Text, files, and responses are processed in units called tokens. Tokens are small parts of words, full words, or characters. AI usage includes the information sent to the model, the processing performed within the nuwacom platform, and the generated response. This includes, for example:

• the current request
• attachments and attached company knowledge
• relevant parts of the previous chat history
• the generated response
• individual steps within agents or workflows

The selected model also affects usage. More advanced models may use more AI usage for the same task than more cost-efficient models.

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Context and Usage

Context includes all information the AI model needs to consider when generating a response. The amount of context increases, for example, when a chat includes a large attachment or several files. It may also grow during a longer chat because earlier questions, answers, and files can be included in later requests. A short question in a new chat will therefore usually use less AI usage than the same question in a long chat with several attachments. As a general rule, the more content, files, data, and processing steps involved, the more AI usage is required.

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Monthly Usage Period

AI usage is measured within a monthly usage period. The period starts on the package start date and resets after one month. The product shows the percentage of included AI usage already used during the current period. Users can check their current usage level at any time. Admins receive early notifications when usage is high. This gives them time to decide whether a user should be moved to a Premium or Power profile, whether additional AI usage should be purchased or to just wait until the next monthly period. Once the AI usage has been fully used, further interactive AI actions are routed to the cost-efficient Instant model until the next monthly usage period begins. Users can continue working without interruption, keep access to AI features, and are not blocked. This does not create any automatic extra charges. AI usage is measured across all AI actions, including chat, the document editor, company knowledge, agents, apps, workflows, and chatbots. Workflows and chatbots are not automatically switched to another model, as this could affect the quality or result of a defined process. Once the AI usage assigned to them has been used, further runs are paused until additional AI usage is purchased or approved, or until the next monthly usage period begins.

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Usage in Day-to-Day Work

The included AI usage is designed for common tasks such as chat, knowledge search, summaries, meeting notes, documents, and the normal use of agents, workflows, and apps. Additional AI usage is generally required for long document reviews, complete presentations, large files, complex workflows, frequent automated runs, building and testing apps, API usage, or external chatbots.

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User Profiles

Three user profiles are available for different usage levels: The right profile depends on actual usage. Users with a consistently higher need can move from Standard to Premium or from Premium to Power.

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Additional AI Usage

Additional AI usage can be purchased for more intensive use cases. This may be useful for larger apps, complex workflows, frequent automations, API connections, or external chatbots. Additional AI usage can be distributed flexibly across users and assigned where it is needed most. Extra charges only apply when the company explicitly purchases or approves additional AI usage. Unused AI usage is not carried over to the next monthly usage period.