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Documentation Index

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Search quotas let you divide your company’s outbound search allowance across individual team members. This is useful for agencies and RPO teams where several recruiters share one Nova account. When quotas are on, Owners, Admins, and Recruiters get their own personal search limit. Anyone without an allocation is blocked from starting a new search until you give them one.
Per-user quotas are available on paid outbound search plans. On paid subscriptions, quota resets follow the subscription renewal date.

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Enable per-user quotas

1

Open the Team page

Go to Team for the company where you want to manage outbound search access.
2

Turn on Per-user search quotas

Use the toggle at the top of the page.Nova auto-fills an equal starting allocation across current Owners, Admins, and Recruiters. Any remainder stays unallocated so you can distribute it manually.
3

Review the summary bar

Check the totals before you leave the page.You will see:
  • Allocated: quota assigned to active team members
  • Pending invites: quota reserved for invited users who have not joined yet
  • Unallocated: searches still available to distribute

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Adjust allocations

Each search-capable member gets a Searches value on the Team table. The format is used / allocated.
1

Edit a member's allocation

Change the number in the Searches column and click Save.
2

Stay within the company limit

Nova blocks changes that would push the team over the company total.
3

Handle over-allocation after a plan change

If your plan limit drops below your current allocations, the Team page shows an over-allocation warning. Reduce a few quotas until the warning clears.
Unallocated searches do not become a shared overflow pool. If quotas are on, each recruiter can only use their own allocation plus any personal bonus credits.

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What recruiters see

Recruiters do not see other teammates’ allocations. On the outbound search page they only see:
  • Their own used / allocated total
  • When their quota resets
  • A Request more button when they hit their limit
When a recruiter runs out, Nova can email all Owners and Admins. The email links back to the Team page so an admin can increase that person’s quota.

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Invite a new teammate with a quota

When quotas are on, the invite dialog includes a Search quota field for search-capable roles. That quota is reserved immediately and becomes the new member’s allocation when they accept the invite.
Accounting and Viewer roles cannot start outbound searches, so they do not need a search quota.

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Turn quotas off

Turning quotas off switches your team back to the shared company pool. Existing per-user allocations are kept in the background, so if you turn quotas back on later those saved allocations come back.