This article explains how case quotas work, where you see your balance and which alerts go out when it runs low. It is for Organization Admins and anyone who creates or approves cases.
How quotas work
Your organization can have a case balance for all procedures together, or a separate balance for each procedure.
CustoMED can also set a balance for an individual user. When both apply, the lower one counts.
A balance can have an expiry date.
A case uses one case from the balance when it is approved and completed for the first time. Creating a case does not use your balance, and completing the same case again does not use it twice.
Cases that the CustoMED back-office team approves do not use your balance.
Demo cases never use your balance. See Exploring with Demo Cases.
Quotas, top-ups and expiry dates are set by CustoMED. Contact CustoMED to add cases.
See your balance
Your balance appears on the procedure cards in the Create New Case carousel on the home page.
N Available Cases appears when fewer than 10 cases are left.
Expires and a date appear when the balance has an expiry.
Demo Only appears when the balance is used up or expired. Clicking the card opens a demo case instead of a new case.
If your organization has one balance for all procedures, it also appears below the cards.
When the balance runs out
New cases for that procedure open as demo cases only.
Cases that are already in progress cannot be given final approval until the balance is topped up or the expiry is extended.
Important: Top up before your balance reaches zero so cases close to surgery are not held up at final approval.
Quota alerts
CustoMED sends emails when a balance gets low:
4 cases left in the organization balance: an email that the limit will be reached soon goes to Organization Admins and the CustoMED team.
No cases left in the organization balance: a "Limit Reached" email goes to your organization's admins (Organization Admins, Organization Back Office and Organization Supervisors, depending on your organization's billing notification settings) and the CustoMED team.
4 or 0 cases left in a user's own balance: an email goes to that user, Organization Admins, Organization Back Office and the CustoMED team.
If you expect these emails and do not get them, check your spam folder and contact CustoMED.