🗃

Storage Capacity & Data Management

Understanding database limits, capacity planning, and best practices for managing Enterprise-level data in 10 to Win.

Database Storage Limits

Our PostgreSQL database (Neon-backed) provides robust storage for all subscription tiers. Here are the key limits and thresholds to understand.

💾
3 GB
Total Storage
Logical database storage capacity for all tables and indexes
🔗
35
Max Connections
Concurrent database connections for all users and processes
📄
~1.5M
Estimated Rows
Approximate total records at average 2KB per row
👤
500
Items Per User
Default maximum active items per individual user

🌎 Physical Data Location

Your data is securely stored on enterprise-grade cloud infrastructure with the following specifications:

☁
Google Cloud Platform
Cloud Provider
🇺🇸
United States
Data Center Region
🐘
Neon
PostgreSQL Provider

Data is encrypted at rest and in transit. GCP data centers maintain SOC 2, ISO 27001, and other industry-standard certifications.

Storage Monitoring Thresholds

The Admin Dashboard includes real-time storage monitoring with automatic alerts at these thresholds.

Threshold Storage Used Status Action Required
Healthy 0% - 50% Normal No action needed. Continue normal operations.
Monitor 50% - 70% Watch Begin planning cleanup. Review data growth trends.
Warning 70% - 85% Warning Run data archival. Alert sent to administrators.
Critical 85% - 95% Critical Immediate archival required. Restrict new data creation.
Emergency 95%+ Emergency Database write operations may fail. Urgent cleanup needed.

Enterprise Data Capacity

Understanding how Enterprise companies impact storage and what limits apply.

📊 Data Size Estimates by Table

Table Avg Row Size 10K Records 100K Records
Tasks ~2.5 KB ~25 MB ~250 MB
Habits ~1.5 KB ~15 MB ~150 MB
Task History/Logs ~0.8 KB ~8 MB ~80 MB
Smart Tips ~1.0 KB ~10 MB ~100 MB
Notifications ~0.5 KB ~5 MB ~50 MB
Users ~1.2 KB ~12 MB ~120 MB
💡 Enterprise Impact Example:
A company with 100 employees, each creating 50 tasks and 10 habits per month, would use approximately:
~15 MB/month of new data. At this rate, it would take over 15 years to reach storage limits with a single company.

Admin Dashboard Storage Monitoring

The Admin Dashboard includes a dedicated Storage Monitoring section for real-time capacity management.

📊 Storage Dashboard Preview

35%
Database Storage
22%
Connection Usage
48%
Row Count Capacity
📈
Monitoring Features
  • Real-time Gauges: Visual display of storage, connections, and row count utilization
  • Company Breakdown: See storage usage per Enterprise company
  • Table Statistics: Row counts and sizes for each database table
  • Growth Trends: Historical charts showing data growth over time
  • Alert Configuration: Set custom thresholds for email/push notifications
  • Cleanup Actions: One-click archival and cleanup operations

Enterprise Data Management Procedures

Step-by-step procedures for managing high-volume Enterprise accounts.

1
Onboarding Capacity Assessment

Before activating a new Enterprise company, assess their expected data volume:

  • Employee Count: Number of seats being provisioned
  • Estimated Usage: Tasks/habits per employee per month
  • Historical Data: Will they import existing data?
  • Retention Requirements: How long must data be kept?
Formula: Monthly Storage = (Employees x Tasks x 2.5KB) + (Employees x Habits x 1.5KB) + (Activity Logs x 0.8KB)
2
Setting Company-Level Limits

Configure appropriate limits for each Enterprise company:

  • Max Active Tasks: Recommended 500 per employee (adjustable)
  • Max Active Habits: Recommended 10 per employee (app standard)
  • Smart Tips Submissions: 100 per company per month
  • Emergency Notices: 50 per company per month
  • Push Notifications: 10 per seat per month
Note: These limits can be customized per company based on their subscription agreement. Contact support for adjustments.
3
Weekly Monitoring Routine

Administrators should perform weekly storage health checks:

  • Review the Storage Monitoring dashboard gauges
  • Check per-company storage breakdown for anomalies
  • Verify connection pool utilization is below 70%
  • Review any automated alerts from the past week
  • Identify companies with fastest growth rates
4
Data Archival Process

When storage exceeds 70%, initiate the archival process:

  • Completed Tasks: Archive tasks completed more than 90 days ago
  • Habit History: Aggregate daily data older than 180 days into monthly summaries
  • Activity Logs: Purge detailed logs older than 60 days (keep summaries)
  • Notification Logs: Delete sent notifications older than 30 days
  • Smart Tips: Archive rejected/expired tips after 90 days
Automatic Cleanup: The system can be configured to run archival automatically on a schedule (daily/weekly) to maintain optimal storage levels.
5
Emergency Storage Protocol

If storage exceeds 90%, take immediate action:

  • Step 1: Enable "read-only mode" for non-critical operations
  • Step 2: Run emergency archival on oldest completed data
  • Step 3: Notify Enterprise account managers of the situation
  • Step 4: Temporarily increase storage limits if available
  • Step 5: Review and optimize database indexes (VACUUM ANALYZE)
Prevention: Set up alerts at 70% to avoid emergency situations. Proactive archival is always preferred.
6
Performance Optimization

Maintain optimal query performance as data grows:

  • Database Indexes: Ensure indexes exist on company_id, user_id, status, and date columns
  • Query Monitoring: Review slow query logs weekly
  • Connection Pooling: Use connection pooling for efficient resource usage
  • Pagination: All list queries should use pagination (never load all records)
  • VACUUM/ANALYZE: Schedule weekly maintenance to prevent table bloat

Quick Reference: 10,000 Records Impact

Here's what to expect when an Enterprise company adds 10,000 records.

✅
~20 MB
Storage Used
Less than 1% of total capacity. No concerns.
✅
< 50ms
Query Speed
With proper indexes, queries remain fast.
✅
Normal
Connections
No impact on connection pool.
⚠️
Monitor
At 100K+ Rows
Consider archival strategy when approaching 100K total rows.