Manage AI seat rates | Yarken Help

Use Rates to maintain monthly prices for AI seats across providers and services in Yarken. Each rate defines the price of one kind of AI seat, using the provider, service, licence type, and licence tier recorded in the AI License Register.

You can create, edit, delete, upload, and download rate records, maintain price validity periods, and report on configured rates in Analytics > License Usage.

Current scope: Rates supports maintaining and reporting AI seat prices. This release does not convert seat records into AI Cost and Usage records, and does not select a rate for a seat using the register date.

Before you begin

Before configuring rates, make sure that you have:

Access to Yarken Designer.
The Provider Name, Service Name, Licence Type, and Licence Tier values as they appear in the AI License Register.
The monthly seat price and its currency.
A Valid From date for each price. Valid To is optional for an open-ended rate.

Important: Rate matching requires exact values. A blank Licence Tier matches only AI seats without a tier; it does not match every tier.

Open Rates

Go to Yarken Designer.
Expand Consumption in the left menu.
Select Rates, below AI License Register.

The page contains the following tabs:

Tab	Purpose
RATES	View, search, add, edit, delete, upload, and download rate records. An empty table means that no rates have been loaded.
UPLOADED FILES	Review files uploaded to Rates, the number of rows loaded, and rejected records.

Understand the rate fields

Each row stores the monthly price of one AI seat type.

Field	Required	Description and format
Provider Name	Yes	Provider name as recorded in the AI License Register, such as `Anthropic` or `GitHub`.
Service Name	Yes	Service name as recorded in the AI License Register, such as `Claude Enterprise` or `Copilot`.
Licence Type	Yes	Licence type from the AI License Register. Currently, `seat` is supported.
Licence Tier	No	Tier such as `standard`, `premium`, or `business`. Leave blank for seats with no tier.
Monthly Price	Yes	Numeric price for one seat for one month.
Currency Code	Yes	Three-letter currency code, such as `USD`.
Valid From	Yes	Date when the rate begins. Prefer `YYYY-MM-DD`.
Valid To	No	Date when the rate ends. Leave blank while the rate remains open. Must be on or after Valid From.

How a rate is identified

The combination of Provider Name, Service Name, Licence Type, Licence Tier, and Valid From identifies a rate.

Yarken rejects a new manually created row with the same combination. A rate with a blank Licence Tier is a separate rate for seats without a tier.

Validation rules

Yarken checks rate records when you save or upload them. It rejects invalid rows and displays a reason.

Validation	Requirement
Required values	Provider Name, Service Name, Licence Type, Monthly Price, Currency Code, and Valid From must be present.
Monthly Price	Must be a number.
Currency Code	Must contain three letters.
Dates	Use `YYYY-MM-DD`. `DD/MM/YYYY` and `DD-MM-YYYY` are also accepted.
Validity period	Valid To cannot be earlier than Valid From.
Duplicate rate	A manually added rate cannot repeat the same identifying combination. Uploading that combination replaces the existing rate values instead.

Add a rate

Open Yarken Designer > Consumption > Rates.
On the RATES tab, select + ADD NEW.
In the New Rate window, complete the required fields.
Enter Licence Tier and Valid To, if applicable.

New Rate form and required fields.
Review the price, currency, and dates.
Select SAVE.

Manage existing rates

Edit a rate

On the RATES tab, locate the rate.
Under Actions, select the Edit icon.
Update the necessary fields and save your changes.

Delete a rate

On the RATES tab, locate the rate.
Under Actions, select the Delete icon.
Confirm the deletion if prompted.

Rates does not provide an action that clears every row at once. Remove individual rates from the RATES tab.

Maintain rate changes over time

When the price of the same seat changes, create a new rate with a later Valid From date. Keep the earlier row so the previous price remains on record. Use Valid To to record the end of an earlier rate.

Validity-date limitation: Rates stores Valid From and Valid To, but this release does not automatically select which price applies to a seat based on an AI License Register record date.

Upload rates in bulk

Use UPLOAD to load multiple rate records from a .xlsx or .csv file.

Prepare your file

Include a header row with the required rate fields. When a column header matches a Rates field name, Yarken automatically maps that column during upload.

Upload the file

On the RATES tab, select UPLOAD.
In Preview, check the first rows of your file, then select Next.
In Mapping, map each Rates field to its corresponding file column. Required fields must be mapped before you continue.

Preview and map rate file columns
Finish the upload. Yarken processes the file in the background.
After processing completes, review the loaded rows in the RATES tab.

How uploads handle existing rates

When an uploaded row has the same Provider Name, Service Name, Licence Type, Licence Tier, and Valid From as an existing rate, Yarken replaces its Monthly Price, Currency Code, and Valid To.

Existing rates that are not included in the file are retained. Uploading a file does not replace or clear the entire Rates table.

Review uploaded files

Open UPLOADED FILES to review the number of rows loaded and any rejected rows.

Deleting an uploaded file does not delete its rate records. Delete unwanted rate rows separately from the RATES tab.

Download rate records

Open the RATES tab.
Select the More options menu (...).
Select Download.

Yarken downloads the rate records as a CSV with the same column names as the upload file. You can edit this file and upload it again.

Match rates to AI License Register seats

A seat receives a matching price only when its Provider Name, Service Name, Licence Type, and Licence Tier match a rate exactly. A seat without a matching combination has no price.

Rates field	AI License Register field
Provider Name	Provider Name
Service Name	Service Name
Licence Type	Licence Type
Licence Tier	Licence Tier

After adding a new collector or rate card, review AI License Register combinations that do not have corresponding Rates rows and add the missing rates.

Seats with and without a tier

A blank Licence Tier matches only seats that also have a blank tier. If a collector sends some tiered seats and some without a tier, maintain a separate Rates row for each reported tier and another row with a blank tier.

Configure seat tiers in supported collectors

Claude Enterprise, ChatGPT Workspace, and GitHub Copilot collectors can use these settings to provide a tier for each seat:

Setting	Purpose
Seat tiers	Enter one `email,tier` per line for selected seats. GitHub Copilot also supports `login,tier`.
Default seat tier	Assign a tier to other seats that do not have an explicit entry.

For example, list premium seats under Seat tiers and set the Default seat tier to standard for everyone else. When each seat has a named tier, a blank-tier rate is not needed for those seats.

Without an explicit or default seat tier, supported collectors use their available API tier or plan values, as shown below.

Collector	Provider Name	Service Name	Licence Type	Licence Tier source or values
Claude Enterprise Admin API	`Anthropic`	`Claude Enterprise`	`seat`	Seat tiers, spend-limit seat tier (without plan prefix), Default seat tier, or blank; e.g. `standard`, `premium`.
ChatGPT Workspace Admin API	`OpenAI`	`ChatGPT Enterprise`	`seat`	Seat tiers or Default seat tier; otherwise API `seat_type` such as `chatgpt` or `codex`.
GitHub Copilot	`GitHub`	`Copilot`	`seat`	Seat tiers; otherwise plan type such as `business` or `enterprise`.
Cursor API	`Cursor`	`Cursor`	`seat`	`business`.

Use actual register values: Provider and service names, licence types, and tiers must match the data collected in your environment. Sample or published prices do not replace your organization's configured rate records.

Analyze rates in Analytics

Open Analytics > License Usage.
Choose the Rates dataset in the Fields panel.
Build a report using the supported measures and dimensions.

Rates dataset in License Usage Analytics

Available measures

Measure	Description
Rates	Number of rate rows.
Monthly Price	Sum of Monthly Price values across selected rate rows.

Available dimensions

Provider Name
Service Name
Licence Type
Licence Tier
Currency Code
Valid From
Valid To

Reporting note: Monthly Price sums configured rate values, not calculated monthly charges for all assigned seats. When comparing rates in different currencies, include Currency Code to distinguish their values.

Newly uploaded rates appear in Analytics after the cube refresh completes, usually within a few minutes.

For more about Analytics reporting, see License Usage.

Current limitations

The current release supports maintaining and reporting AI seat rates. It does not include the following capabilities:

Capability	Current behavior
Rate selection by register date	Valid From and Valid To are stored, but a rate is not yet selected by the date of an AI License Register record.
Account-specific prices	Separate prices by billing account are not supported.
Partial-month seats	Part-month proration is not supported; part-month seats are treated as full-month seats.
Minimum seat commitments	Unused committed seats are not charged by this feature.
Separate list and contracted prices	Each rate holds one configured price.
Usage pricing	Token and credit usage are not priced; Rates covers seats only.
AI Cost and Usage record conversion	AI seat data is not converted into AI Cost and Usage records in this release.

Troubleshooting

Issue	What to check
Cannot continue past Mapping	Map every required field before proceeding.
Monthly Price is rejected	Use a numeric value.
Currency Code is rejected	Use a three-letter code, such as `USD`.
Date values are rejected	Use `YYYY-MM-DD` or a supported alternative. Valid To must be on or after Valid From, or left empty.
A duplicate rate is rejected	The identifying combination already exists. Edit that row or upload a matching row to replace its price values.
An AI seat has no price	Check Provider Name, Service Name, Licence Type, and Licence Tier for an exact match.
Seats without a tier are unmatched	Add a rate with a blank Licence Tier or configure Seat tiers and Default seat tier on a supported collector.
Old prices remain after upload	Uploads retain records absent from the file. Delete unwanted rows from RATES.
Rates are not visible in Analytics	Allow the cube to refresh, then reload License Usage.