AI usage

The AI usage tile shows what AI costs in your environment and how that compares with your budgets. All amounts are measured costs: calculated for each AI request from the actual usage and the provider's rates, converted to euros. They are not invoice amounts; measurements may be missing or delayed.

Who sees what

Role	Sees	Can change
Board administrator	The whole organisation, all schools and the costs per model	The organisation budget and the budgets of all schools (only without costs per person), the default per profile and the recipients of notices
School administrator	Only their own school or schools	The budget of their own school (only without costs per person), the school default and the recipients of notices for their own school

Use the school selector at the top to view one school or all schools.

The page is divided into tabs:

• Overview: the month's costs next to the budget, the check against provider invoices, the six-month trend and the explanation.
• Schools: the table of schools; only shown when more than one school is displayed.
• Budget alerts: the month's alerts and the recipients of Budget notices by email.
• People: only when Show costs per person is on; the default per role, the people and the deviations.
• Models: the costs per kind and per model.

Settings

With the AI usage breakdown button (gear icon) at the top, a board administrator adjusts the organisation's settings. Show costs per person is off by default. As long as it is off, no individuals are visible anywhere: no list of people, no exceptions per person, no alerts about people and no people in the weekly email. The What fits in the budget per person section on the models page is not visible either. The whole People tab, with the default per role and the deviations, is then not visible either; the budgets of the organisation and the schools keep working and can be set by hand. If you turn the setting on, people are shown by name in the app (in emails by initials only) and the budgets of the organisation and the schools are calculated from the budgets per person; they can then no longer be changed by hand. The setting shows who last changed it and when.

Choosing a month

Choose the Month at the top. Measurements started in September 2026; earlier months contain no data.

Overview

• Organisation (or the selected school): the measured costs for the month, the budget and how much of it has been used.
  • At 50%, 75% and 90% a warning appears with the percentage reached; at 100% it states that the budget has been reached or exceeded.
  • Requests without calculated costs (for example a model without a known rate) are counted separately. Their costs are not included in the amount.
• Check against provider invoices: for the current month, this shows what the providers invoiced up to the last weekly check (Monday), next to what was measured over the same period. Any difference comes from costs that are not measured or from rounding on the invoices.
• Six-month trend: the measured costs per month, so you can see whether usage is rising or falling.
• Schools (Schools tab): for each school the budget, the measured costs, the usage as a percentage and the remaining amount.
  • Usage that cannot be assigned to a school is shown under Unknown school. Together, the schools add up to the organisation's total.
• Costs per model (Models tab): which AI models cause the costs, with the number of requests.

Budgets

A budget is a monthly alert budget. It continues until you change it; any remainder does not carry over to the next month. AI keeps working when a budget is exceeded. It is not extra prepaid credit. The balance of the board's prepaid credit, with the deposits and the deductions of the actual costs, is shown separately under Prepaid credit; only board administrators see it.

Budget per staff member. A staff member only has a monthly budget if you set one yourself: a default per role, a school default or an exception (see People). If nothing is set, it says Not set. This also applies to teachers and to staff members who use the desktop app.

Pupils have no budget of their own and do not count towards the budget of the school or the organisation. Their usage does count in the measured costs of their school.

As long as you do not enter an amount yourself, a school's budget follows from its staff members' accounts (their budgets added up) and the organisation's budget from all staff accounts. This only happens if budgets per person have been set; without an amount of your own and without budgets per person, it says Not set. If Show costs per person is on, you see below the amount where it comes from, for example '120 staff accounts × budget per person'. Only people who have logged in at least once have an account: staff members who are in the system but have never logged in do not count. An account without a staff or pupil profile counts towards the organisation. Accounts belong to a school through the email address of the staff member.

Edit budget

If Show costs per person is on, the budgets of the organisation and the schools are calculated from the budgets per person and you cannot change them by hand. You then adjust the default per profile, the school default or an exception (see People). If the setting is off, you set the budget as follows:

1. Click Edit budget next to the organisation or a school.
2. Enter the Monthly budget in euros. Leave it empty: the budget follows from the accounts again, or it says Not set if there are no budgets per person. Zero is a budget of € 0.
3. Under Applies from, choose the month from which the budget applies. It applies every month from that month onward until you change it again. Earlier months keep their own budget.
4. Enter a Reason for change and click Save.

Every change is stored with its reason and time.

People

The People tab, with the default per role, the exceptions and the deviations, is only visible if Show costs per person is on (see Settings).

Under People you set budgets per person. People are shown by name; in emails by initials only.

• Default per role: a monthly budget per profile for the whole organisation: staff and teachers. Board administrators set this. Without a default set, it says Not set.
  • Teachers are staff members who are listed as a teacher in their profile.
• Default per role for a school: a school can have its own default. School administrators set it for their own school; without its own default, the school follows the organisation.
• Exception: a separate budget for one staff member. Click Add exception, look up the person by email address and enter the budget. You can only find people within your own schools. You cannot set an exception for pupils.

For each person, their own exception applies first, then the school's default, and otherwise the organisation's default. If none of these has been set, the person has no budget. The list shows for each person the measured costs, the budget, where that budget comes from and how much of it has been used. For pupils it says No budget. If you leave an exception or school default empty, the default applies again.

Deviations from the default

Only visible if Show costs per person is on.

On the People tab, under Deviations from the default, you find all school defaults and exceptions that apply this month, with the default they deviate from, who set them, when and for what reason. History shows every change: the old and new amount, from which month, by whom and why. All changes are kept and cannot be deleted.

Budget alerts

Every morning, a check is made whether the organisation, a school or a person has reached 50%, 75%, 90% or 100% of the budget. Administrators then see a counter on the AI usage tile in the admin overview and the alert on the Budget alerts tab of this page. An alert never stops AI. Pupils do not receive alerts.

• Board administrators see alerts about the organisation, all schools and all people.
• School administrators see alerts about their own school and the people in it.

Alerts about people only appear if Show costs per person is on.

The Budget alerts tab lists all alerts for the selected month, with the measured amount, the budget and the date of the alert. After Mark as seen, they no longer count towards the counter on the tile, for all administrators; they remain on the tab.

Notices by email

On the same tab, under Budget notices by email, you choose staff members who receive an email when there is a new alert. Look up a staff member by name or email address, add them and click Save. By default, nobody receives an email.

• If you are viewing one school, you choose the recipients for that school. They receive alerts about the school's budget and, if Show costs per person is on, about the people in the school (by initials).
• If you are viewing all schools as a board administrator, you choose the recipients of the alerts about the organisation budget.

After each morning's check, every recipient receives one email with all new alerts.

Weekly email

The administrators set up for the environment receive an email every Monday with the measured costs of the current month:

• the total and the budget of the organisation;
• the budget alerts of the month;
• for each school, the budget and how much of it has been used;
• the people who are over their budget, with their initials (only if Show costs per person is on).

The email uses the same measured costs as this page. The provider invoices remain visible under Check against provider invoices.