Choosing the right Klonup plan from the start helps you avoid two common problems: running out of capacity as usage grows, or paying for resources you don't need. This guide helps you assess your situation using four concrete criteria.
Criterion 1: How many Workspaces or folders do you need to protect?
This is the most decisive factor. Each Workspace or root folder you configure as an independent backup unit counts as one item in your plan. Each backup protects everything inside: sheets, reports, dashboards and forms included.
How many Workspaces contain operational data you can't afford to lose?
Do you have projects or clients with separate structures that need individual protection?
Does any Workspace exceed 100 elements? If so, protection must be done at folder level, and each selected folder counts as an additional item.
If you are unsure how to count your items, see How to back up a space with more than 100 elements.
Criterion 2: How often does your critical data change?
The update frequency of your data directly affects the number of tasks you need. Each task is linked to a Workspace or folder and has its own execution frequency.
Data that changes daily (active project tracking, operational records): you will need at least one daily task per critical Workspace or folder.
Data that changes weekly or monthly (consolidated reports, templates): a weekly or monthly task may be enough.
Mixed environments: if you have Workspaces with different criticality, each will need its own task at the appropriate frequency.
Criterion 3: How many people manage backups?
Klonup lets you delegate backup management through the Backup Manager role. If multiple people need to create, pause or monitor tasks, you need enough management users for all of them.
The Administrator has full control over Connections and users.
Backup Managers handle the tasks within the Connection assigned to them.
In distributed teams, the number of management users grows with the organisational structure.
For more on roles, see What can I do as an Administrator? And as a Backup Manager?
Criterion 4: Do you have more than one Smartsheet account?
Each Smartsheet account you want to protect requires a separate Smartsheet Connection. This applies especially if:
You manage multiple companies or subsidiaries with separate accounts.
You work with clients who have their own Smartsheet instance.
Your organisation has separate environments (e.g. production and testing).
If you need to protect more than one account simultaneously, your plan must include multiple Connections.
How do you know if your plan is well sized?
A clear sign that your plan has become too small is having to choose which Workspaces to protect because you've reached the item or task limit. Data loss doesn't give warnings — and by then it's too late.
If you are unsure which plan fits your situation, contact us at [email protected] and we will help you evaluate it with no commitment.
Plan details are available at www.klonup.com.