Tines monitors record usage across your tenant and warns you when you're approaching a limit. This page explains the three limits that apply, the warnings you'll see, and how to resolve them.
Limits overview
When using records, there are three primary limits to consider:
Usage warnings
Tines displays warnings when you approach or reach these limits.
Records per record type
Each record type has a maximum number of records it can hold. This is determined by your tenant's plan and can be further reduced by setting a custom record limit on the record type.
Notifications in the record type list
Notifications on the record type page
Email notification
This is an example of the email notification sent to team and tenant admins. They will receive notifications for:
Team admins
Warning when nearing 80% of records limit in a record type
Notification when reaching the records limit in a record type
Tenan admins
Warning when nearing 70% of the total records limit for the tenant
Notification when reaching the total records limit for the tenant
Total record types
Each tenant has a maximum number of record types you can create. This maximum applies collectively across teams.
Total records
Each tenant has a maximum number of records it can store across all record types and teams.
Notifications in the record type list
What happens when a limit is reached
When you reach a record limit, the following occurs.
How to resolve warnings
The actions available depend on which limit you've reached:
Record limit reached
Delete records you no longer need, either individually or in bulk from the record type.
Set a retention policy on the record type to automatically delete records older than a specified duration (from one day to 10 years).
Enable "evict oldest records" mode on the record type. Tines automatically removes the oldest records to make room for new ones, and replaces the warning banners with a neutral informational message.
Increase the custom record limit if one has been set on the record type.
Record type limit reached
Delete record types you no longer need.
Consolidate record types that store similar data to reduce your total count.
Dismissing banners
You can dismiss in-app warning banners. Dismissed banners stay hidden for seven days before reappearing if the condition still applies.
Email frequency
Tines sends limit notification emails at most once per day per admin for each warning level. Per-record-type emails are checked each time a record is created, while per-tenant emails are checked once daily.
Best practices
Set retention policies proactively. Don't wait for a warning – configure retention on high-volume record types from the start.
Use evict-oldest mode for ephemeral data. If a record type holds transient data (like enrichment cache or log snapshots), eviction keeps it self-managing.
Monitor usage with dashboards. Build a dashboard that tracks record counts per type so you can spot growth trends early.
Review your record type count periodically. Consolidate record types that store similar data to stay within your tenant's limit.