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UX Spec: Admin Notifications & Indicators for Seat Usage

UX Spec: Admin Notifications & Indicators for Seat Usage

Resources

Figma design file

Overview

In our current licensing model, workspaces can exceed their licensed seat count, with extra usage billed at renewal. To avoid surprise charges, we want to proactively notify and inform system admins via clear, supportive in-product alerts as their workspace nears or exceeds licensed capacity.

In the future, we might consider adding hard-limits to licenses if the customer opts for it to avoid any over-billing.

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Thresholds & Severity

Three usage levels will trigger admin notifications and indicators, each with increasing severity:

  • 90% Usage – Success (Green)

  • 95% Usage – Informational (Blue)

  • 100% Usage – Alert (Red)

Each threshold triggers notifications and indicators exactly once per system admin (not repeated until a higher threshold is reached). Once an indicator is dismissed, it does not show up again for that admin user.

Touch points (System Admins Only)

1. System Bot Message

  • Appearance: Persistent chat message from System Bot.

  • Persistence: Non-dismissible; remains in channel history.

image-20250514-132643.png

 

2. Product Switcher Indicator

  • Appearance: Small, persistent item in admin product-switcher menu showing active seats used (e.g., "275 of 300 seats used").

  • Progress bar color:

    • 90% = Blue (informational)

    • 95% = Yellow (warning)

    • 100% = Red (critical)

  • Persistence: Non-dismissible, updates in real-time. Visible at ≥90% usage; hidden below this level.

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3. System Console Notices

  • Location: Appears on "System Statistics" and "Edition and License" pages.

  • Appearance: Colored dismissible banners (inline, at page-top) matching severity:

    • Blue (90%), Yellow (95%), Red (100%)

  • Dismissal logic: Admins can dismiss; dismissed banners/notices should not reappear for that admin for at least 30 days (server-side persistence recommended). Banners should get auto-dismissed/updated if usage falls below the thresholds.

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Design & Tone Considerations

  • Colors: Standard UX conventions (blue=info, yellow=warning, red=alert).

  • Messaging: Factual, supportive, non-promotional. Clearly states consequences and recommended actions.

  • Actions: Ability to contact sales for assistance.

 

Dev Estimates:

System Console Notices: 2 dev days

  • System Statistics notices panel

  • System-wide announcement banner

  • User usage thresholds

  • Dismissible behavior and resetting after 30 days.

System Bot DMs: 3 dev days

  • Send DMs notifications once users are added/activated and the thredshods are reached.

  • Startup checks to send DMs if not done before for servers that are over the limit

  • Custom post component for DM notification actions.

Product Switcher Indicator: 4 dev days

  • Bar graph component (We may be able to find an older one we did for Cloud limits and could be quicker).