Prototype app still flagged "plan upgrade needed" after reducing usage back to 10 users

AppSheet AppSheet Q&A
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Hi all,

I’d appreciate some clarification on how prototype-stage user counts are calculated and cleared, as my account is still showing an upgrade requirement even though usage has been back within the free-tier limit for about a month.

Background

I built a facilities work-order app and have been running it in prototype state on the free plan while evaluating whether it suits our needs.

In July 2026, usage peaked at 11 unique monthly users, which exceeded the 10-user prototype limit. The app became unusable at that point, and to restore access I subscribed to a paid plan (Core subscription; Starter-plan didn’t help) and deployed the app.

Since then I have reduced access back to 10 unique users, and usage has held at 10 or fewer for roughly 30 consecutive days (late July through late August 2026). The app has been returned to Prototype state, and My Account shows Plan: Free.

The issue

Despite the reduction, My Account > App Info still displays “11 monthly users” for this app, along with “Minimal plan needed: AppSheet Starter” and the banner “Some prototype-stage apps have significant user activity (more than 10 users).” I’ve also received an email notice giving three days to upgrade before the account is affected.

My usage statistics page shows 11 unique users for 2026-07 but 10 for 2026-08, so the figures on the two pages don’t appear to agree.

What I’d like to understand

  1. Over what window is “monthly users” calculated — calendar month, rolling 30 days, or the peak observed? At what point should a reduction in users be reflected in that figure?

  2. Once usage is back within the limit, does the account-level flag clear automatically, or is an action needed on my side or yours to reset it?

  3. In July I understood a Core subscription was required to restore the app. The App Info pane now indicates Starter as the minimum plan. Could you clarify what in an app’s configuration determines the minimum plan, so I can plan correctly rather than guess?

  4. Could you confirm that with 10 or fewer unique users and the app in Prototype state, continued use falls within the free-tier terms while I complete my evaluation?

I’m happy to provide the app ID, account ID and access logs privately if that helps you look into it.

4

First, note that the ability of having UP TO 10 users on a free account is intended for testing purposes. The counting of monthly active users is NOT primarily for determining if the app can be used for free but rather for determining the number of paid licenses needed. AppSheet has simply tied the the check of prototype apps against this 10 test user limit into this existing license determination process.

I don’t believe simply reducing for 30 consecutive days is sufficient. It must be for one full billing cycle.

For example, if the billing cycle begins on July 15th, there were 15 users and the number of users doesn’t drop under 10 until say July 30th, on Aug 15th, AppSheet will expect licence purchases based on the total number of active users during the prior billing cycle - 15 users. Then at the end of the NEXT bill cycle, on Sep 15th, the required number of licenses is re-evaluated and it will be seen that the total number of users is below 10. AppSheet would expect AT LEAST that number of paid licenses. It is likely at THIS point they would re-evaluate the prototype app and adjust its messaging based on number of test users.

I’m not certain at what point AppSheet actively blocks apps. It used to be very loosely applied but I think they have tightened up these restrictions over the past year or so.