--- title: Record usage and warnings url: https://www.tines.com/docs/records/record-usage/ updated: 2026-06-02T20:34:12+00:00 --- *[tines.com](https://www.tines.com/llms.txt) › [Docs](https://www.tines.com/llms.txt) › [Records](https://www.tines.com/llm/docs/records.md)* # Record usage and warnings *[View on tines.com](https://www.tines.com/docs/records/record-usage/)* 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: | Limit | Description | Configuration | | --- | --- | --- | | **Records per record type** | Maximum number of records a single record type can hold | This limit is configurable within each record type using [retention and eviction](https://www.tines.com/docs/records/record-retention/) policies. Otherwise it is determined by the [tenant limit](https://www.tines.com/docs/records/limits/). | | **Total record types** | Maximum number of record types you can create in your tenant. | Determined by the [tenant limit](https://www.tines.com/docs/records/limits/). Personal teams can have 10 record types max, which do not count towards the limit. | | **Total records** | Maximum number of records across all record types combined. | Determined by the [tenant limit](https://www.tines.com/docs/records/limits/). | ## 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. | Scenario | Condition | Description | Notification types | | --- | --- | --- | --- | | **Approaching limit** | Warning at 80% usage | A warning appears when the number of records in a record type reaches the default or configured maximum limit. | Gold warning banner is displayed: - Affected record type row in the list of record types - Viewing the affected record type Tenant admin will receive an email. | | **Limit reached** | Notifcation at 100% usage | A notification appears when the number of records in a record type reaches or exceeds the default or configured maximum limit. | Red notification banner is displayed: - Affected record type row in the list of record types - Viewing the affected record type Tenant admin will receive an email. | #### Notifications in the record type list The record type list indicates when a record limit is approaching or has been reached. ![](https://www.datocms-assets.com/55802/1778696571-warning.png) ![](https://www.datocms-assets.com/55802/1778696606-records-list-limit-reached.png) #### Notifications on the record type page ![](https://www.datocms-assets.com/55802/1778696728-record-type-page-warning.png) ![](https://www.datocms-assets.com/55802/1778700436-record-type-page-limit-reached.png) #### Email notification This is an example of the email notification sent to team and tenant admins. Tines sends notifications to: **Team admins** - Warning when nearing 80% of records limit in a record type - Notification when reaching the records limit in a record type **Tenant admins** - Warning when nearing 70% of the total records limit for the tenant - Notification when reaching the total records limit for the tenant ![](https://www.datocms-assets.com/55802/1778696890-email-warning.png) ### Total record types Each tenant has a maximum number of record types you can create. This maximum applies collectively across teams. | Scenario | Condition | Description | Notification type | | --- | --- | --- | --- | | **Limit reached** | Notifcation at 100% usage | Creating a new record type will fail and display a notification. | A notification toaster displays indicating the limit has been reached. > Maximum number of record types for this team has been reached | ### Total records Each tenant has a maximum number of records it can store across all record types and teams. | Scenario | Condition | Description | Notification types | | --- | --- | --- | --- | | **Approaching limit** | Warning at 70% usage | A warning appears on the record type list for all teams when the total number of records in a tenant reaches 70% of the tenant limit. | Gold warning banner is displayed on all team record type pages. Tenant admin will receive an email. | | **Limit reached** | Notifcation at 100% usage | A notification appears on the record type list for all teams when the total number of records in a tenant reaches the tenant limit. | Red notification banner is displayed on all team record type pages. Tenant admin will receive an email. | #### Notifications in the record type list ![](https://www.datocms-assets.com/55802/1778698567-record-type-total-warning.png) ![](https://www.datocms-assets.com/55802/1778698574-record-type-total-notification.png) ## What happens when a limit is reached When you reach a record limit, the following occurs. | Limit | Outcome | | --- | --- | | **Records per record type** | Depending on the retention and eviction policy setting within a record type: - "**Stop creating records**": No new records will be created - "**Evict oldest records**": A record will be deleted based on the age settings and allow a new record to be created. | | **Total record types** | No additional record types can be created | | **Total records** | No additional records can be created. Stories will error when attempting to capture a new record. | ## 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. ## Related pages - [Records limits](https://www.tines.com/docs/limits/) - [Record retention and eviction](https://www.tines.com/docs/record-retention/)