Caps, employee reserve & low-balance alerts

The Settings tab lets you cap spending by scope, ring-fence credits for employees, and choose who gets alerted. Kai Hub is admin-only. This article covers three of the five Settings sub-tabs: 🛡️ Employee Reserve, 📏 Caps & Limits, and 🔔 Alerts.

Caps & Limits

Open Settings → Caps & Limits. A KPI row shows Active caps, Near limit (≥85%), Capped · paused, Credits governed, and Unlimited exceptions.

The Caps & limits card has a Search scope… box, a scope filter (All scopes / Org / Dept / Role / User), and ＋ Add cap.

Order of enforcement

An enforcement-order hint reads: "Order of enforcement: feature toggle → user cap → role/dept cap → wallet balance. A capped scope pauses premium AI until cycle reset or a cap raise — employee-reserve flows are never affected."

Columns and status chips

Columns are Scope · Type · Cap / month · Used · Remaining · Status · Edit. Status chips are:

• Unlimited
• OK
• Near limit (≥85%)
• Capped · paused (≥100%)

Seeded caps

• Org default — 150 cr/user fallback
• Dept caps — Talent Acquisition 2000, HR Ops 1200, Finance 600, Engineering 400
• Role cap — Recruiters 2500
• User caps — Arjun Devraj = unlimited exception, Meera Iyer 300

Add and edit caps

The Add cap modal has Scope (Dept/Role/Target), a Target select, and Monthly cap (credits), then Add cap (toast: Cap added · {name} → {n} cr / month; guard: "A cap for this scope already exists — edit it instead").

The Edit cap modal has Monthly cap (credits) (empty = unlimited), Remove cap, and Save. Toasts are Cap set to {n} cr / month or Set to unlimited; removing gives "Cap removed — scope falls back to the org default". For the org cap: "Org default cannot be removed — edit the value instead".

Employee Reserve

Open Settings → Employee Reserve to see Employee reserve. The hint reads: "Ring-fenced share of the monthly grant for employee-role AI (leave, attendance, policy Q&A). Employees are never blocked before admins — even at zero balance, the reserve keeps their flows alive until cycle end."

Use the slider (10%–40%, default 20%), labelled {v}% · {n} cr — for example, 20% · 1,500 cr. Three chips read: Employee msg ≈ 0.5 cr, Reserve covers ~3,000 employee messages, and Recomputed each cycle.

Alerts

Open Settings → Alerts to see Low-balance alerts:

• Alert thresholds chips — 50% / 20% / 5%.
• Recipients — Admins + billing contacts (toggle).
• Reserve-depletion alert — "Notify when the employee reserve crosses 80% used" (toggle).
• Cap-hit alert — "Notify the scope owner + admins when a cap pauses a team" (toggle).
• Auto-recharge receipts — "Email billing contacts on every automatic purchase" (toggle).

For auto-recharge itself, see Top up credits & set auto-recharge.

When to contact support

If a capped scope is not pausing as expected, or an alert is not reaching its recipients, contact support with the scope name and the alert type.