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Home > “Admin Menu” > “Dashboard”

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Dashboard

The dashboard provides administrators with a central overview of usage, costs, and security events in VARIOS AI.
At a glance, you can monitor licenses, consumption, and cost trends, as well as review DLP events.

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Overview of key metrics

  • Licenses
    Shows the total number of available licenses and how many are currently still free.
  • Consumption (period)
    Indicates the total costs for the selected period. The value can be compared with the previous period.
  • Average per user
    Average costs per active user in the selected period.
  • DLP interventions
    Number of events triggered by Data Loss Prevention (e.g., blocked or anonymized content).

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Chart: Overview

A line chart shows the cost trend in the selected period.
This makes it easy to identify peak loads, trends, and unusual usage patterns.

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Cost breakdown

  • Costs by user group
    Lists costs per user group.
    Note: Since a user can belong to multiple groups, totals may exceed overall costs.
    Warning: Costs are based on an extrapolation from transmitted tokens.
    Deviations from the actual costs billed by the model provider are possible.
  • Costs by AI model
    Shows which models were used and the resulting costs.
  • Costs by user
    Lists individual costs per user. This helps identify particularly active users or departments.
    Note: User statistics can be enabled or disabled via Admin Menu > Settings > Privacy.

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Data export

Using the “Export data” function, all usage and cost data can be exported as a CSV file.
This enables further processing in external controlling or reporting tools.
No personal data is included in the export.
Warning: Costs are based on an extrapolation from transmitted tokens.
Deviations from the actual costs billed by the model provider are possible.

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Included data fields

  • DateTime: Time of the chat operation
  • Costs: Cost of input or output in USD
  • Type: Type of record – input (user input), output (AI response), system (system message such as name or summary), api (API call)
  • Name: Name of the AI model used
  • Assistant: Assistant used to execute the request
  • InputTokens: Number of tokens processed in the user input
  • OutputTokens: Number of tokens generated in the AI response

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Action

Click “Export CSV” to create the file and automatically start the download.

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Guide

1

Select period

Select the desired analysis period using the Select period button. All metrics and charts will then refer to this period.
2

Review overall status

Use the top tiles (Licenses, Consumption, Average, DLP) to get a quick status overview.
3

Analyze cost development

Use the chart to identify trends and peaks in usage.
4

Evaluate cost distribution

Use the tables to view costs by group, model, or user and identify usage hotspots.
5

Export data

Export the data for further analysis or for billing purposes.
Best practice:
  • Check regularly (e.g., weekly) whether certain models or user groups are causing disproportionately high costs.
  • Use the cost overview by model to deliberately deploy more cost-effective alternatives (e.g., smaller models).
  • Export the data monthly for controlling and budget planning.
  • Example: Use GPT-5 Response only for complex tasks, while standard requests are handled with more affordable models (e.g., GPT-5 Nano).