Costs & Export

Note

This area is visible to administrators only.

StoryVault provides a transparent cost overview so you can track your organization’s usage at any time. You can also export sessions and projects as a ZIP archive.

Viewing Usage Costs

How to open the cost overview: Sidebar → Admin → Costs.

Monthly Overview

The cost page shows total consumption for the current month. Use the arrows to switch between months.

Breakdown by Service

Costs are broken down by individual services:

Service	What is charged
Transcription	Duration of transcribed audio/video files
AI Chat	Tokens for session, project, and standalone chats
Meeting Bot	Bot sessions and their recording duration
Storage	Stored audio, video, and other files
Embeddings	Processing of knowledge store content

Budget Display

If a monthly budget is configured for your organization, you see a progress bar:

• Green — consumption in the normal range
• Yellow — more than 80% of the budget reached
• Red — budget exceeded

Caution

When the budget is exhausted, AI features (chat, analysis, summaries) are temporarily restricted. Transcriptions and uploads continue to work. Contact your representative to adjust the budget.

Who Sees Which Costs?

• All users — see total consumption for their organization in euros under Usage (sidebar)
• Administrators — see the detailed breakdown by service and time period under Admin → Costs

Exporting Data

Under Admin → Export / Import you can download your data as a ZIP archive.

1. Open Export

   Sidebar → Admin → Export / Import.

2. Choose what to export

   Select what should be exported: sessions, projects, or both.

3. Start export

   Click “Start Export”. Depending on the data volume, this may take a few minutes.

4. Download ZIP

   Once complete, a ZIP file is provided for download. It contains all selected sessions with recordings, transcripts, and metadata.

What’s in the Export?

The ZIP archive contains per session:

• Audio file(s) or video file(s)
• Transcript as a text file
• Metadata (title, project, type, date, speakers)

Tip

Practical Example: At the end of a funded project, you need to submit all documentation of project meetings as evidence. Export the entire project as a ZIP — all recordings and transcripts are neatly bundled.

Importing Data

Under Admin → Export / Import, administrators can import a StoryVault ZIP again. For small and medium-sized files, select the ZIP in the browser as usual. For very large files or transfers between environments, you can enter a public HTTPS URL instead.

Import ZIP by URL

1. Open Admin → Export / Import.
2. Switch to ZIP by URL.
3. Paste a public https:// URL for the ZIP file.
4. Start the download. You can close the window afterwards.
5. Once the ZIP is ready, it appears under My Imports and you also receive an email with a link back to the preview.
6. Review the preview and start the import only after confirming it.

Caution

URL imports only support public HTTPS links, for example time-limited download links. Credentials, cookies, and private network URLs are not used.

Staged ZIPs are deleted after a successful import. If an import is not continued or fails, temporary files are cleaned up after 24 hours.

Further Reading

• Users & Roles → — Who can see what
• Settings → — Budget and organization settings

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This page corresponds to the onboarding video “Module 7, Lesson 7.4 — Costs, Exports, and Chat Settings”.