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Operations & Administration (Control)

Costs, usage & controlling

liveForOperator

Monthly costs and revenue, usage per student and customer, the derivation of the rendering costs and the controlling cockpit with the state of the university.

Why#

AI costs money per call. Whoever does not see costs only notices a session that is getting out of hand from the invoice — and whoever does not have the state of the university on one screen steers by gut feeling.

How it works#

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  1. 1“Costs” (cost dashboard): at the top revenue, costs, margin and active users of the month; below that “Costs per service”, “Detail by purpose”, “Top 5 cost-causing sessions” and “Limit triggers this period” (80 %, 95 %, 100 % · blocked) (Fig. 1).
    Fig. 1 Revenue, costs, margin and active users of the month.
    Revenue, costs, margin and active users of the month.

    Fig. 1 Revenue, costs, margin and active users of the month.

  2. 2“Usage”: usage per student in the period — occupied seats as the billing basis, streaming and dialogue minutes, average per student, characters and costs of speech output, messages; below that the breakdown by customer and “Export CSV”.
  3. 3“Controlling”: the “State of the university” — admission funnel (applications, decided, admitted, enrolled) and key figures on admission, students, success & teaching, operations & certificates, seats, slide analytics and finances (Fig. 2).
    Fig. 2 The admission funnel in controlling: applications, decided, admitted, enrolled.
    The admission funnel in controlling: applications, decided, admitted, enrolled.

    Fig. 2 The admission funnel in controlling: applications, decided, admitted, enrolled.

  4. 4From there “Slide analytics”: choose a course and read per slide reached, dwell time (median), drop-off, questions correct and role-play average of the last 90 days.
  5. 5“How the rendering costs arise” (from the workshop's language choice, link “How do these costs arise?”): the calculation slides × video minutes × languages × rate per computing minute, step by step.

Settings and switches#

No switch of its own in the feature catalogue — the feature belongs to its surroundings.

Usage: the basis of the invoice#

Streaming minutes (presentation), dialogue minutes (conversation with the avatar) and the number of students are billed. Test seats are listed separately and are not charged.

The breakdown by customer is the reason why usage is recorded separately at all: every row is a billing basis of its own. The organisation is on the usage row itself — if a student changes university, their past usage does not move with them.

The monthly report goes to the billing office automatically on the 1st of every month; a button sends the current interim figures immediately.

The key figures of controlling#

  • Admission — total applications, admitted, rejected, acceptance rate
  • Students — total, actively studying, graduated
  • Success & teaching — active courses, assessed achievements, pass rate, ECTS awarded
  • Operations & certificates — certificates issued, organisations
  • Seats — agreed, occupied, utilisation, customers at the limit, billed in the month, test seats
  • Usage — streaming and dialogue minutes in total and per student, costs of the month, active students
  • Slide analytics — slide views and answers at the slide anchor of the last 30 days
  • Finances — fees & lecturer fees, revenue & costs

Accounts of the public tour are not students of the university and are not counted. Where a figure was cut off at an upper limit, a warning is shown.

Who may do what#

Costs, usage, controlling, slide analytics and rendering costs are operations surfaces: every page requires the operator role by itself. A university's administration does not see them — its own figures are in Statistics and Booked modules.

Tips#

  • If a source is missing (such as the payment service's revenue), the reason is shown at the top of the page — never a silent zero. The costs come entirely from the platform's own recording and remain visible.
  • Every call to an external AI or speech service goes through one single recording point; that is why the figures on these pages match.
  • Costs in dollars are converted at the European Central Bank's daily reference rate; the header says whether the rate is fresh, older or a fallback value.
  • The “demo rate” of the rendering costs applies only in your own browser and only to the display in the workshop — real costs and billing remain unaffected.

Related features#