Monitoring and maintenance

#Administration → Monitoring

Administration → Monitoring shows the instance live – refreshed every 15 seconds, paused while the tab is in the background:

• Health: database, file storage (with disk usage), S3 mirror, backup, e-mail, AI provider (reachable and response time, checked at most every five minutes), push relay (reachable, checked at most every minute, see Push notifications), background workers and update. Each tile leads to the section in charge.
• Key figures: five tiles in a row, each with a value and a small trend; storage, AI tokens and errors compare with the period before once it has been collected: Active 24 h (plus active now and since midnight), Storage (change over 7 days, with disk usage), Deliveries 7 days (plus those given up), AI tokens 14 days (vs. last week) and Errors 24 h (5xx, vs. the day before, with the error rate). Each tile jumps to its card.
• Charts: across the full width Requests & errors (5xx) – 1 hour, 24 hours or 7 days, with requests per minute and p95 response time –, below it the cards in two columns (one on narrow screens): Active people per hour (7 days), Sign-ins successful and failed per day (14 days), Refused requests, Storage by kind and the largest workspaces, Deliveries (webhooks, push, e-mail) per day and AI usage (tokens per day and per feature). Every chart shows its values on hover, tap or with the arrow keys and has As a table.
• Queues: what is waiting to be processed right now – search index, mail queue, push delivery, AI fields and AI search index, S3 upload, webhooks retrying.
• Events: errors, warnings and notes of the last 14 days, filterable.
• Quick actions: Back up now, Check AI provider, Check alerts, Test alert, the way to Maintenance & notices and the activity log as CSV.
• Below: Background workers, Instance in numbers (size of the database and uploads, versions, uptime, demos …), Alerts by webhook and Statistics.

In detail:

• Refused requests: failed sign-ins, requests a limit refused with 429 (sign-in attempts, invitations, AI, MCP, forms …) and anonymous uploads over the daily budget (forms, share links) – per day over the last 14 days. A rise points to attacks or limits that are too tight. The counters are kept for 35 days and cleaned up daily.
• Background workers: last run and last error of backup, Markdown export, AI background work, calendar and issue sync and LDAP sync; “off” means not set up.
• Storage: usage by kind and the largest workspaces with bars against the quota (yellow from 80 %, red from 95 %). Quotas are set under Administration → Workspaces and Administration → Limits & retention.
• Deliveries: delivered webhooks, push messages and e-mails per day; what is waiting, given up and the latest errors are under Queues. Only the host of a webhook address is shown, never its path or token.

#Statistics

For the charts, Flowplan counts requests, errors and response times per minute, active people per hour, storage per day and AI tokens per feature – numbers only, without IP addresses, paths, user agents or names. Who was active is held in memory for the running hour only, so that each person counts once. Successful sign-ins are counted with their time (without the person). AI tokens come from the provider where it reports them, otherwise they are estimated (four characters per token).

Switch the statistics off under Administration → Monitoring → Statistics (Collect usage statistics) or for the whole instance with FLOWPLAN_METRICS=off (see Configuration); the switch is then locked. Delete statistics removes all counted requests, active people, storage history, AI tokens and successful sign-ins; the counters of refused requests stay.

#Alerts by webhook

Under Administration → Monitoring → Alerts by webhook, enter an https:// address (with FLOWPLAN_WEBHOOK_ALLOW_PRIVATE=true also http:// and internal addresses) and choose the events:

Flowplan checks every ten minutes and sends at most one message per event and day as a POST with JSON:

{ "event": "ops.storage_high", "title": "Speicher > 90 %", "detail": "Agency: 93 %", "instance": "Flowplan", "url": "https://flowplan.example.org", "at": "2026-10-22T08:10:00.000Z" }

The title is in German, as alerts are sent outside of a request; match on event.

The header X-Flowplan-Signature: sha256=<HMAC-SHA256 of the body> is made with the signing secret shown, X-Flowplan-Event names the event. Send test sends ops.test right away, Check now checks out of turn, New secret creates a new signing secret. The latest alerts sent are listed below with their status code. An empty address turns alerts off.

#Maintenance & notices

Administration → Maintenance & notices holds two banners and the banners to click away. The notice for everyone – e.g. “The new filing applies from Monday” – stays until you clear the field. A maintenance notice with text, start and end appears to everyone signed in as a banner at the top of the window from saving on – before the start as “Scheduled maintenance”, during it as “Maintenance in progress”, in each person's time zone and language. After the end it disappears by itself, also in windows already open (they check every five minutes). Everyone can hide the notice for themselves. Remove notice withdraws it at once. Saving and removing are in the activity log.

#Banners to click away

For news each person should see only once – e.g. “Flowplan is now an app” or your Discord server – New banner creates a banner everyone sees until they close it or follow its link. After that it never appears for them again, on no device; whoever opens Flowplan next sees it at the top of the window.

• Content: an optional heading (bold), the text (at most 300 characters) and an optional link with its own label – an https:// address (opens in a new tab) or a page of this instance (#… or /…). The preview shows it while you write.
• Colour: notice (blue), promotion (accent), news (green) or important (yellow).
• Who and where: everyone or administrators only; everywhere or browser only – then not in the desktop app and the apps, e.g. when it promotes the apps.
• Period: optional From and Until; without them it applies right away and until you end it.
• Templates fill in the form for the apps (link to flowplan.org/download, browser only) or for Discord.

The list shows each banner with its state (shown, planned, paused, ended) and how many closed it and how many followed the link. Pause hides it without losing its numbers; Show again shows it to everyone once more, also to those who closed it; Delete removes it with its numbers for everyone right away. At most three banners appear at a time, newest first. Creating, changing and deleting are in the activity log.

#Storage overview

Administration → Storage & backup shows in the cards Backups, Usage and Content:

• whether the S3 storage is reachable, how long the check took and how many files are still waiting,
• what is local and what is in the bucket: files by kind (images, videos, documents …) and how the database is split,
• how many workspaces, pages, databases, records, whiteboards, files, accounts and comments there are.

#Prometheus

With FLOWPLAN_METRICS_TOKEN (at least 16 characters), /api/metrics delivers metrics: sizes, queues, search backlog, storage and quota per workspace, flowplan_object_storage_pending and flowplan_build_info with version and commit.

scrape_configs:
  - job_name: flowplan
    metrics_path: /api/metrics
    authorization:
      credentials: <FLOWPLAN_METRICS_TOKEN>
    static_configs:
      - targets: ["flowplan:3000"]

Without a token the endpoint is switched off. The same token unlocks the details of /api/health (see above).