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 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:

AI Models

Locations

Responses Consumed

3 (default)

1 (default)

3 responses

3 (default)

2 locations

6 responses

5 (custom group)

1 location

5 responses

1 (custom group)

3 locations

3 responses

Daily Automatic Refreshes


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

  • Each tracked prompt generates new AI responses daily

  • Each refresh consumes responses based on your configuration

  • You can pause daily refreshes by setting a prompt’s status to "Inactive"

Example:

  • You have 10 active prompts

  • Each track 3 AI models and 1 location (3 responses each)

  • Daily consumption: 30 responses

  • Monthly consumption: 900 responses

Important Notes About Refreshes

  • All daily refreshes consume responses

  • Weekly or monthly refresh schedules are not supported

  • Manual, on-demand refreshes are not available

Understanding AI Models

Default AI Model Group

By default, every prompt tracks 3 AI models:

  • ChatGPT

  • Perplexity

  • Gemini

Custom Model Groups

Custom model groups allow you to:

  • Track fewer AI models to reduce response usage

  • Track more AI models for 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 two separate prompts, each consuming responses

Calculation:

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

Understanding Projects

Projects represent different brands or websites you're monitoring in Promptmonitor.

Project Limits in Plans

Your plan determines how many projects you can create:

Plan Feature

What It Means

2 projects

You can monitor two brands simultaneously

50 prompts total

Combined across all projects, not per project

4,500 responses

Combined across all projects

Can I Monitor More Brands Than My Project Limit?

Yes, but with limitations:

Scenario: You are on a plan that allows two projects, but you want to track three different brands.

Option 1: Delete and Create New Projects

  1. Month 1: Track Brand A and Brand B

  2. Month 2: Delete Brand A

  3. Create Brand C

  4. Track Brand B and Brand C

Trade-offs:

  • Technically possible

  • All historical data for deleted projects is lost

  • Analytics and trends reset

  • Not recommended for long-term monitoring

Option 2: Upgrade Your Plan (Recommended)

If you need to monitor multiple brands at the same time, upgrading your plan is the best option. This ensures:

·        Continuous historical data

·        Accurate trend analysis

·        No disruption to insights

Managing Your Usage

Check Your Current Usage

  1. Go to Teams → Billing page

  2. View your remaining responses

  3. Monitor daily consumption

Note: If you track prompts within your plan's prompt limit and use the default AI models (3 models), response usage is typically easy to manage.

 Optimize Response Consumption


1. Reduce AI Models

If you're primarily interested in ChatGPT responses:

  • Create a custom model group with only ChatGPT

  • Reduces usage from 3 responses to 1 per prompt daily

2. Reduce Locations

If geographic comparison isn’t essential:

  • Track prompts in one location

  • Saves 50% if you were tracking 2 locations

3. Focus on High-Value Prompts

Rather than tracking several generic prompts:

  • Track 10-15 strategic prompts that drive revenue

  • Monitor results and refine your prompt list

This approach prioritizes quality over quantity.

4. Pause Low-Priority Prompts

For prompts that are temporarily 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, they do not. They count as separate responses but belong to the same prompt.

Example:

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

Do different locations count as separate prompts?

Yes, they do.  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, you can. Go to Manage Project → Scroll down → Set Project Status to "Inactive." Inactive prompts won't refresh daily.

What happens if I run out of responses?

When you exhaust your monthly response limit:

  • Daily refreshes pause automatically

  • Receipt of new data resumes when:

    • Your plan renews, or

    • You upgrade to a plan with more responses

Related Documentation

Need Help?

If you have questions about usage or limits, kindly check our other documentation guides, or: