Quotas and credits

See what HAPR counts against your plan, what each paid action costs in credits, and what to do when an allowance or your credits run out.

For everyone, especially organisation admins 9 min read Updated 28 Oct 2026

Most of HAPR is free to use. Some work costs real money to run, such as live hotel and flight prices, contact lookups and AI. HAPR counts that work against your plan's allowances, called quotas. When an allowance is used up, HAPR credits pay for the extra use. Everyone in your organisation draws on the same allowances and the same credits.

Know what a paid action will cost

HAPR shows the price before you press the button, so nothing is charged by surprise.

A small grey line beside or under the button says Uses N HAPR credits once an allowance is used up, or straight away where your plan includes none. When the price is per property, it reads "each".
When you have used 80% of an allowance or more, the same line says how many are left, for example "3 combined searches left" or "No contact reveals left on your plan".
Under Reveal contacts on Explore, the line says whether the reveal uses one of your reveals or HAPR credits.
The sending windows for RFP invitations and hotel programmes show the price for that send.
Publishing an event website and switching on the attendee app show their price before you confirm.

The line is advice. HAPR checks again when you press the button and charges only then. If your plan has no limit on an action, no line appears.

Check your credits

If your organisation is on a self-serve plan, a credit meter sits just before your initials in the top bar. It reads like "959 / 1,000 credits", which is credits left out of every credit granted. Hover over it for the full numbers, for example "959 of 1,000 credits left. 41 used." The bar changes to a warning colour when 20% or less is left, and red when none is left. On a phone it shrinks to a ring and the two numbers.

Everyone in your organisation can see the meter. If you can manage billing, pressing it opens your credits. Otherwise it only shows the numbers. Organisations billed under an agreement with HAPR do not see the meter or any prices.

Your Billing page shows HAPR credit balance, Plan credits left, Allowance year and Next payment. See Billing, plans and credits.

See what each action counts

Each of these counts one unit against its allowance. Past the allowance, a unit costs credits where your plan allows it.

What you do	What counts as one unit
Search venues or hotels in Explore	A search that returns at least one result
Search an area on the map of a hotel programme	An area search that finds at least one hotel
Add a hotel by name in Planning	Each hotel looked up
Price destinations in Planning	Each destination that has to be priced fresh
Generate city insights in Planning	Each time you press Generate insights or Regenerate
Reveal a property's contacts	Each property, once, for your whole organisation
Invite a property to a venue or room block RFP	Each property invited for the first time, or mailed at a new address
Send a hotel programme RFP	Each hotel not already paid for this year, and each programme once a year
Publish an event or open registration for a plan	Each event, when it is first published or gets its first attendee
Add a user	Each seat
Run AI room assignment	Each Recommend run, whether or not you accept the result
Publish an event website on a plan without a builder	Each event, once
Switch on the attendee app on a plan without it	Each event, once
Keep an event live after a paid plan ends	Each event beyond the free plan's events, once

Each count is for your whole organisation, not for you alone. Past your plan's events a year, an extra event costs credits too.

Know what is free

A search that finds nothing, or fails, is handed back.
The same search again within 3 days, by anyone in your organisation, is free, up to 20 free repeats a day for the organisation.
Planning does not charge again for a city priced in the last 3 days.
Searching the same map area again in the same visit is free.
Reminders, resends to the same address and later negotiation rounds are free.
Contacts you already revealed stay revealed for everyone in your organisation. Opening a property is always free.
Hotels already paid for this programme year are free to invite again.
Creating a sourcing workspace is recorded but never limited.
Publishing the website or switching on the app again for the same event is free.
Applying a note in AI room assignment is free. Only Recommend uses credits.
A run that is stopped by a safety limit, or that cannot produce a result, uses nothing.

Reveal contacts

1
Search in Explore and open a property.
2
Read the line under Reveal contacts. It says what the reveal uses.
3
Press Reveal contacts.

Pressing the heart or Add to Shortlist also reveals the contacts, because an invitation needs an address. If you have no reveals or credits left, the property is still shortlisted, without contacts. See Explore venues and hotels.

Add attendees

Adding attendees never costs credits, and registration is never closed. Each event takes a number of attendees set by your plan. Attendees past that number are put on hold. They are kept, but their details are hidden and they cannot be edited, emailed or included in any action until you unlock them.

A note above the attendee manager says how many attendees are on hold and what unlocking them all costs.
Only a billing administrator sees the button Unlock N for N HAPR credits. It unlocks every attendee on hold for that event at once.
Buying credits does not unlock anyone by itself. You always press the unlock button.
When an attendee is cancelled, the place goes to the earliest attendee on hold.
If your plan cannot take credits for this, the note offers Compare plans instead.

See Attendee manager.

Unlock attendees on older plans

On some older plans, attendees past the allowance for the year are locked across the whole organisation. The Billing page shows a card with the number locked and the price for each.

1
Open the Billing page.
2
On the locked attendees card, press Unlock N for N HAPR credits.
3
If your balance covers only some, the button unlocks as many as it can. Press Buy N HAPR credits to cover the rest.

Pages that hide locked attendees show Unlock or upgrade, which leads to the Billing page.

Buy credits

Only billing administrators can buy credits. The smallest purchase is 100 credits. When an action is refused for lack of credits, the window offers to buy exactly what you need in one step, or to choose another amount. See Billing, plans and credits.

Good to know

Credits are all or nothing. If an action needs more credits than you have, none are used until you have enough.
Plan credits are spent first and lapse at your plan's anniversary. Bought credits last 12 months. The Billing page marks credits that expire within 30 days.
Some plans let only billing administrators spend credits. Other members then see the price and a message saying only billing administrators can spend them.
When you reach 80% and then 100% of an allowance, your billing administrators are sent a notice.
Some things are never blocked, such as a guest registering for an event.
Adding a user takes a seat. When you have more users than your plan includes, each extra user is charged again when your allowance year renews.
Your organisation also has a daily allowance for paid lookups and AI, set by your plan. It resets at midnight UTC. Some AI features also have a daily limit for each person.
Allowances run for an allowance year that starts on your plan's anniversary.

If something looks wrong

When an action is refused, a message and a window open. The window title says what happened, for example "Attendee on hold", "Daily limit reached" or "Payment overdue". For an allowance, it names the allowance as used up and shows how much is used and when it resets.

You have used N of N {allowance} on {plan} this period. The allowance is used up and credits cannot cover it yet. If you are a billing administrator, press the buy button, choose Choose another amount, or press Compare plans to see the next plan. Anyone else presses Ask your admin, which sends a request to your billing administrators.
This costs N HAPR credits, and only the account's billing admins can spend its credits. Your plan lets only billing administrators spend credits. Ask one of them.
This workspace's plan has reached its limit. Ask the workspace owner. You are a guest from another company on someone else's workspace. Contact the owner.
Your plan’s daily allowance for paid lookups and AI is used up for today. It resets at midnight UTC, or a larger plan raises it. Nothing to buy. Try again tomorrow, or move to a larger plan.
This account is read-only because a payment has been overdue for more than 7 days. Update the payment method on Billing to restore it. Update the card on the Billing page.
If your plan is set by contract, the window says so and offers Talk to us instead of buying credits.

Quotas

These actions count against your plan's quota. Your Billing page shows how much is left.

One unit: One new attendee
Counted when: A new attendee profile is created.

Reveal a property's contacts

The user reveals a property's business contacts on Explore. Each property counts one unit for the organisation, once, for good: everyone in it can see the contacts after.

One unit: One property unlocked for the organisation
Counted when: The organisation has not unlocked the property and contacts are found. Once per property per organisation, for good.
Free when: The organisation unlocked the property before, the contacts are its own, nothing is found, the lookup is unavailable, or a usage safety limit stops it.

AI recommend room assignment

The planner asks AI to propose hotels, room types, roommates and nights for attendees. Each run counts once.

One unit: One recommendation run
Counted when: A recommendation is run, within the daily limit per person and per organisation.
Free when: AI is not available, a usage safety limit stops it, or no recommendation can be made; the run is handed back.

Switch on the attendee app

Switching on the installable attendee web app for an event, on a plan that does not include it, uses HAPR credits once for that event.

One unit: One event app
Counted when: The attendee app is switched on for an event on a plan that does not include it.
Free when: Plans that include the attendee app, and switching on again for the same event.

Keep an event live after cancelling

After a paid plan ends, keeping a read-only event live beyond Free's events uses HAPR credits once for that event, on top of any attendee, website or app difference.

One unit: One event kept live
Counted when: A read-only event beyond Free's events is kept live after a cancellation.
Free when: Events within Free's events, events reopened by moving to a paid plan, and keeping the same event live again in the same read-only spell.

A Planning plan becomes an event

A saved Planning plan becomes an event the first time its registration form is published or attendees are added. That counts one unit.

One unit: One plan promoted
Counted when: A Planning plan is published or gets its first attendees.
Free when: A workspace that is already an event. If the action then fails, the unit is handed back.

Switch on the event website

Publishing an event website on a plan that does not include the website builder uses HAPR credits once for that event.

One unit: One event website
Counted when: The event website is first published on a plan that does not include it.
Free when: Plans that include the website builder, and publishing again for the same event.

Search stays

The user runs a room block hotel search on Explore. Each search that returns at least one hotel counts one unit.

One unit: One search press that returns hotels
Counted when: The search returns at least one hotel, was not covered by a venue search, and nobody in the organisation ran the same search in the last 3 days, or it is a repeat that fetches new prices past the 20 free repeats the organisation gets each day.

Search venues

The user runs a venue search on Explore. Each search that returns at least one venue counts one unit.

One unit: One search press that returns venues
Counted when: The search returns at least one venue and nobody in the organisation ran the same search in the last 3 days, or it is a repeat past the 20 free repeats the organisation gets each day. The unit is set aside when the search starts.

First send of the year

The user sends a hotel program RFP for the first time in the allowance year. That programme counts one unit for the year.

One unit: One programme per allowance year
Counted when: An invite send of a hotel programme is its first send in the current allowance year.
Free when: Later sends of the same programme in the same year. If the hotels are refused or every email fails, the unit is handed back. A programme deleted and created again counts again.

Hotels solicited

Sending a hotel program RFP charges each hotel this client has not already paid for this year. Each hotel counts one unit.

One unit: One hotel
Counted when: A hotel not already paid for this year, in any programme, is sent the RFP.
Free when: A hotel already paid for this year, and reminders to the same address.

AI city insights

The user asks for HAPR insights on a city in the Planning comparison. Each generation counts one unit.

One unit: One insight generated
Counted when: Insights are asked for a city, within the daily limit per person.
Free when: A usage safety limit stops it or the insight cannot be made, and the unit is handed back.

Add a hotel by name

The user adds one named hotel to a plan hotel list. Each lookup counts one unit.

One unit: One hotel looked up
Counted when: A hotel name is looked up.
Free when: A usage safety limit stops the lookup or it fails, and the unit is handed back. A hotel already in the list is not looked up again.

Calculate estimated cost

The user prices the location comparison on Planning. Each destination that has to be priced fresh counts one unit.

One unit: One destination bought
Counted when: A destination needs a hotel rate or a flight fare that was not fetched in the last 3 days.
Free when: Every destination already has rates from the last 3 days. If a usage safety limit stops the pricing, the units are handed back.

Send RFP invite

The user sends a venue or room block RFP invitation. Each property invited for the first time counts one unit.

One unit: One property invited
Counted when: A property is invited for the first time, or an invited property is mailed at a new address (once per new address).
Free when: Reminders, resends and later rounds to the same address. A refused send charges nothing, and when every email fails the units are handed back.

Add hotels from a map

The user searches an area on the map in a hotel program solicitation list. Each area search that finds at least one hotel counts one unit.

One unit: One area searched that finds hotels
Counted when: The area search finds at least one hotel. It counts for the organisation that owns the programme.
Free when: The search finds no hotels or fails, and the unit is handed back. Searching an area again in the same visit is free.

Add a user

An admin adds a person on the Users page. Each person takes one seat.

One unit: One seat
Counted when: An admin adds a person, and the seat is tested against the cap every time.
Free when: An add under the cap, or a person already charged a seat this year.

First user at sign-up (system)

A new subscriber signs up. The owner's own seat is recorded.

One unit: One seat
Counted when: A new organisation is created for a new address.
Free when: An existing account signing in again.

Reactivate a user

An admin moves a disabled person back to Active or Invited, which takes a seat again.

One unit: One seat
Counted when: The status moves into Active or Invited from anything else.
Free when: An email change alone, a move between Active and Invited, or a person already charged this year.

Agency client workspace

On a sourcing licence that caps client workspaces, each counted workspace is recorded when it is created or promoted.

One unit: One counted workspace
Counted when: A workspace that counts for the licence is created or promoted.
Free when: Plans with no cap, and workspaces that do not count for the licence.

Create an event workspace

The user creates an event workspace from the hub. On pricing v2 it counts one unit when first published (its website goes live, registration opens or its first attendee is added); on older plans, when created.

One unit: One event workspace
Counted when: Pricing v2: the event is first published. Older plans: an event workspace (not a Planning plan) is created.
Free when: A Planning plan, sourcing and a test event (unpublished, at most 5 test attendees) are free. An event cancelled before its first real registration is handed back. A failed create hands the unit back, and a retried create counts once.

Create an RFP workspace

The user creates a sourcing workspace. Each one is recorded for reporting, never limited.

One unit: One sourcing workspace
Counted when: A sourcing workspace is created.
Free when: Always free. It is recorded, never charged or refused.

Screen reference

Every screen of this feature and the words on it, taken from the platform itself. Open a screen to see its headings, buttons, fields and columns. Words in curly brackets are filled in for you, such as a name or a date.

Messages you may see

When something cannot be done, the platform says why. These are the messages this feature can show.

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