Kokar Help CenterLimits and usage
What counts as an action, how many each plan includes, when the count resets, and who is allowed to create automations.
What counts as an action
One action is one automation doing something to one task.
That is the whole rule, and the two halves of it matter:
- A rule with three steps β change the status, add a tag, post a comment β that fires on one task spends one action, not three.
- A rule that fires on fifty tasks, because you bulk-updated fifty of them, spends fifty.
Nothing else is counted:
| Outcome | Costs an action |
|---|---|
| The rule ran and changed something | Yes |
| The rule ran but there was nothing to do β the task was already in that state | No |
| The rule's conditions did not match | No |
| The rule was skipped, blocked, or failed | No |
When one automation sets off another, each one counts separately, because each one did its own work.
What each plan includes
Action counts reset on the 1st of every month (UTC). The workspace owner is notified in Kokar when the limit is reached.
| Plan | Active automations | Actions per month |
|---|---|---|
| Free | 5 | 100 |
| Standard | 200 | 1,500 |
| Business | Unlimited | 20,000 |
| Enterprise | Unlimited | Unlimited |
Every plan can use automations, with every trigger, condition and action available on all of them β including Free. Only the volume changes.
On Free, a single bulk edit can use the whole month
Because each task counts, updating 100 tasks at once with one matching rule spends all 100 actions. Free is meant for trying automations out on a few tasks a day; if you are running a real process on them, Standard or Business is the tier that fits.
Where to see your usage
Go to Settings β Automations. The bar at the top shows how many actions this workspace has used this month, when the count resets, and how many of your active-automation slots are in use. It turns amber as you approach the limit.
The bar is hidden on plans with no limit, since there is nothing to fill.
When you reach the limit
Automations pause. They do not fail, and nothing you built is affected:
- Your rules stay exactly as they are, still switched on.
- Each time a rule would have run, the run history records Paused β monthly limit, so nothing is a mystery afterwards.
- Everything starts again on the 1st, or the moment you move to a plan with more room.
The same shape applies if a workspace's plan has expired β rules pause and the history says so, rather than failing quietly.
Active automations
The active limit counts rules that are switched on. Rules you have switched off do not count.
That is deliberate: moving to a smaller plan never deletes anyone's work. If you are over the new limit, your rules are all still there β you choose which ones to keep running. And when you are at the limit, you can still build and save a new rule; you just cannot turn it on until you turn something else off.
A rule whose space, folder or project has been deleted does not count either. It has nothing left to watch and nowhere to appear in the list, so it no longer takes up a slot.
Who can create an automation
Automations follow the same access rules as everything else in a location.
| Access at that space, folder or project | Can create an automation there |
|---|---|
| View only | No |
| Comment / interact | No |
| Edit | Yes |
| Full edit | Yes |
Your workspace role β member, admin, owner β does not decide this on its own. What matters is your access at that location: an admin with no access to a private project cannot create a rule there either.
To change a rule someone else made you must be its creator, have full edit access to its location, or be a workspace admin or owner.
A rule can never exceed the permissions of the person who made it
Every run re-checks the creator's current permissions. See What are Automations? for what happens when someone loses access or leaves.
Frequently asked questions
What exactly is one action?
One automation doing something to one task. A rule that changes the status and posts a comment on the same task spends one action, not two. A rule that fires on fifty tasks spends fifty.
Does a rule that fires but changes nothing cost me an action?
No. If the task is already in the state your rule wants, it is recorded as "Nothing to do" and costs nothing.
What happens when I run out?
Automations pause for the rest of the month. Nothing is lost or broken β your rules stay exactly as they are and start running again on the 1st, or immediately if you upgrade.
When does the count reset?
On the 1st of each calendar month, UTC.
Can a view-only member create an automation?
No. Creating a rule needs edit access to that space, folder or project. View-only and comment access cannot.
I hit the active-automation limit. Do I have to delete one?
No β switch one off. The limit counts rules that are turned on, so nothing you have built is ever lost by reaching it or by moving to a smaller plan.