Understanding Usage and Limits

This guide explains how Promptmonitor consumes responses and tracks usage across your projects and prompts.

What Are Responses?

Responses are the units of consumption in Promptmonitor. Every time an AI model generates an answer to your tracked prompt, one response is consumed.

Example:

• If you track 1 prompt with 3 AI models (ChatGPT, Perplexity, Gemini), that's 3 responses per refresh
• If you track 10 prompts with 3 AI models each, that's 30 responses per refresh

How Responses Are Consumed

When You Add a New Prompt

When you create a new prompt, responses are consumed immediately based on:

1. Number of AI models selected (default: 3)
2. Number of locations selected (default: 1)

Formula:

Responses per prompt = Number of AI models × Number of locations

Examples:

Daily Automatic Refreshes

All active prompts are automatically refreshed once per day. This means:

• Every day, each tracked prompt generates new AI responses
• Each refresh consumes responses based on your configuration
• You can pause refreshes by setting prompt status to "Inactive" (see Managing Your Usage)

Example:

• You have 10 active prompts
• Each tracks 3 AI models and 1 location (3 responses each)
• Daily consumption: 30 responses per day
• Monthly consumption: ~900 responses per month

Important Notes About Refreshes

• ✅ All daily refreshes consume responses
• ❌ You cannot set weekly or monthly refresh schedules
• ❌ You cannot manually trigger additional refreshes on demand

Understanding AI Models

Default AI Model Group

By default, every prompt tracks 3 AI models:

• ChatGPT
• Perplexity
• Gemini

Custom Model Groups

You can create custom model groups to:

• Track fewer AI models (to save responses)
• Track more AI models (to get broader coverage)
• Track specific AI models relevant to your audience

Important: Each AI model counts as one response per refresh, not multiple responses.

Understanding Locations

Locations allow you to see how AI responses vary by geography.

How Locations Affect Usage

Each location you track is treated as a separate prompt.

Example:

• Tracking "best CRM software" in United States
• Also tracking "best CRM software" in United Kingdom
• Result: This counts as 2 separate prompts, consuming responses for each

Calculation:

1 prompt × 3 AI models × 2 locations = 6 responses per refresh

Understanding Projects

Projects represent different brands or websites you're monitoring.

Project Limits in Plans

Your plan determines how many projects you can create:

Can I Monitor More Brands Than My Project Limit?

Yes, but with limitations:

Scenario: You have a plan with 2 projects and want to track 3 different brands.

Option 1: Delete and Create New Projects

1. Track Brand A and Brand B this month
2. Delete Brand A next month
3. Create Brand C next month
4. Track Brand B and Brand C

Trade-offs:

• ✅ Technically possible
• ❌ You lose all historical data for deleted projects
• ❌ Analytics and trends reset
• ⚠️ Not recommended for long-term monitoring

Option 2: Upgrade Your Plan

• Choose a plan with more projects if you need to monitor multiple brands simultaneously

Managing Your Usage

Check Your Current Usage

1. Go to Teams → Billing page
2. View your remaining responses
3. Monitor daily consumption

Important: If you track prompts within your plan's prompt limit and use default AI models (3 models), you typically won't need to worry about response usage.

Optimize Response Consumption

1. Reduce AI Models

If you're primarily interested in ChatGPT responses:

• Create a custom model group with only ChatGPT
• Reduces consumption from 3 responses to 1 response per prompt per day

2. Reduce Locations

Unless you need geographic insights:

• Track prompts in only one location
• Saves 50% if you were tracking 2 locations

3. Focus on High-Value Prompts

Rather than tracking 50 generic prompts:

• Track 10-15 strategic prompts that drive revenue
• Monitor results and refine your prompt list
• Quality over quantity approach

4. Pause Low-Priority Prompts

If certain prompts are less important:

• Go to Prompt Analytics → Settings tab
• Set prompt status to "Inactive"
• Inactive prompts don't consume responses during daily refreshes

Common Questions

Do different AI models count as separate prompts?

No. Each AI model within a single prompt counts as one response, but they're all part of the same prompt.

Example:

• 1 prompt tracking ChatGPT, Perplexity, and Gemini = 1 prompt, 3 responses

Do different locations count as separate prompts?

Yes. Each location is treated as a separate prompt instance.

Example:

• "best CRM" in US = 1 prompt
• "best CRM" in UK = another prompt
• Total: 2 prompts

Can I pause specific prompts to save responses?

Yes. Go to Prompt Analytics → Settings tab → Set status to "Inactive". Inactive prompts won't refresh daily.

What happens if I run out of responses?

When you exhaust your monthly response allocation:

• Daily refreshes will pause
• You won't receive new data until:
  • Your plan renews next month, or
  • You upgrade to a plan with more responses

Related Documentation

• Metrics Overview - Understand visibility scores and metrics
• How to Track a Prompt - Learn prompt tracking basics
• Prompt Analytics - Manage prompt settings

Need Help?

If you have questions about usage or billing:

• Send us a message on support chat
• Email us at support@promptmonitor.io