Understand your business usage limits
Check saved-record and import limits, understand what counts, and keep working when a collection is full.
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Help center / Account and data
Limits apply to one business across all its stores. The number of paid seats does not raise them. Products, sales and other saved records stay available to view and export when a collection is full; adding more records to that collection is blocked.
Saved records per business
| Records | Current limit | What counts |
|---|---|---|
| Stores | 10 | All saved stores |
| Products | 2,000 | Every product, including products needing a measurement review |
| Fixture types | 200 | Catalog types, rather than individual placements on a map |
| Planograms | 200 | Draft, review and approved planograms |
| Store maps | 10 | One map per store |
| Assets | 2,000 | Active and retired assets |
| Suppliers and providers | 2,000 | Active and archived contacts |
| Customers | 2,000 | Active and archived contacts |
| Workflows | 50 | Enabled and disabled workflows |
| Brand kits | 20 | All saved kits |
| Custom stock locations | 500 | Custom positions across all stores, excluding derived map positions |
| Product/location stock balances | 20,000 | Every saved product at a location, including zero quantities |
| Sale lines | 10,000 | Manual and imported lines, including voided sales |
| Current Work items | 250 | To do, in progress and done items, including checklist and routine tasks |
| Work routines | 50 | Active and paused daily or weekly routines |
| People | 200 | Active and inactive memberships; only active people use billable seats |
An approved planogram can have up to 500 placements, and each planogram can retain up to 100 approval versions. Individual records and changes also have size limits, so unusually large text or snapshots can reach a size limit before a record count is full.
Products and fixtures
The catalog shows its saved count before the search and review filters. At capacity, Add product or Add fixture explains the limit on hover, keyboard focus or touch. Existing records can still be edited. Search filters do not free space.
Product CSV imports match by SKU. Updating an existing SKU uses no new product slot. The preview counts only new products against the remaining space and shows the total after import. Fixture CSV rows always add new types. If the proposed additions exceed the limit, reduce the new rows or use existing records before reviewing again.
Removing unused products or fixture types can free space. Check their use first: headoffis protects links to current planograms and maps. Deleting a product also removes its current stock records. Approved planogram copies stay independent. Exporting alone does not remove anything, and exports do not provide self-service restore.
Sales and Work
The Sales count covers the whole business, including dates, products and stores outside the current filter. A void retains the original sale line and does not free a slot. Matching previously imported lines use no extra capacity. At 10,000 lines, new sales are blocked; saved history remains available for viewing, export and voiding. Sales history is not automatically pruned, and a larger history limit is not currently available.
Completed Work counts until it is archived. A manager with all-business Work access can review completed items and archive them to make room. Archived Work is read-only and has no application item-count cap. Opening Work also attempts to archive completed items unchanged for 30 days before generating due routine tasks. Tasks linked to active people-process checklists stay on the board until the checklist closes. See Work and routines.
Import and change sizes
- Product and fixture CSV files: up to 5 MB when uploading and up to 1,000 data rows per file. Saved-record limits still apply.
- Sales CSV: up to 1 MB and 100 sale lines per batch. Long reference fields may require a smaller batch.
- Stock sessions: up to 100 rows in one reviewed receipt, count or transfer.
- Manual Work archival or archive deletion: up to 50 selected items per review.
Splitting an oversized change into smaller batches can help with a file or change-size limit. It cannot bypass the total saved-record limit. A rejected batch is not partly saved. If the result is uncertain, use Check saved result when offered and check the latest records before entering the change again.
When a limit message appears
Keep your draft open while reviewing the message. For a stale preview, review the latest data and confirm again. Reduce additions, reuse existing entries, or remove only records you no longer need. Archived contacts, retired assets, paused routines, inactive memberships and voided sales still occupy their respective collections.
The app checks common limits before saving and checks them again on the server. Another person may have filled the remaining space since your preview. Your proposed additions must still fit the latest saved records. Read-only billing and role restrictions are separate from capacity limits; see seats and billing and roles and permissions.
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