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Lifecycle & Limits

Every project moves through a lifecycle and carries two usage limits: a minutes limit (total video duration) and an expiration date. This page explains both, plus what happens when a limit is reached.

Project statuses​

A project's status is shown as a badge in the sidebar and projects list:

StatusMeaning
DraftBeing built. You can upload a small preview quota for testing, but the public form and galleries aren't live.
PublishedLive and collecting data. Uploads count against the full minutes limit. Requires an active subscription.
ArchivedExpired or manually archived. Read-only — no uploads, no public access.

The minutes limit​

Usage is measured in video minutes — the total duration of all videos uploaded to a project.

  • Default limit: 60 minutes per project.
  • Draft preview quota: a small allowance (about 5 minutes) so you can test uploads before publishing.
  • The limit can be increased by buying extra minutes — see Purchase & Options.

Usage counters​

The dashboard and project views show a counter bar with minutes used vs. the limit (e.g. "42 min of 60 min"), colour-coded:

  • 🟢 Green — under 80%
  • 🟠 Orange — 80–99%
  • 🔴 Red — 100%, limit reached

At 100%, further uploads are blocked and the organization owner is emailed that the project has reached its video limit.

When an upload is blocked​

A video upload is checked at the moment you start it. It's blocked if:

  • the project is archived, or
  • the project has expired, or
  • the upload would push minutes used over the limit (or over the draft preview quota for draft projects).

The error explains the reason — for example "Duration limit reached for this project" or, for drafts, "Draft preview limit reached. Publish the project to upload more videos."

To keep uploading, buy more minutes or publish the project.

Expiration​

Published projects have an expiration date (the "days online" you bought). Once a project expires:

  • uploads are blocked, and
  • the project becomes eligible for auto-archiving.

You can extend the date by purchasing extra days — see Purchase & Options.

Expiration reminders​

The organization owner receives email reminders as expiration approaches (around 7 days, 3 days, and 1 day before).

Auto-archiving​

Expired projects are automatically archived by a daily routine:

  • the status changes from Published to Archived and an archived_at date is recorded;
  • the organization owner gets an email letting them know the project was archived (with its name and final usage);
  • in the app, an archived project shows the Archived badge and becomes read-only — its public link, uploads, and editing are disabled.
Need it live again?

Archiving doesn't delete anything. To bring a project back, extend it with extra days.