Record limit

Your plan sets how many records you can work with. On Basic there are two numbers: how many records you may import and how many you may edit. This article covers what counts, what happens above each number, and how to get back to editing.

What counts as a record#

A record is one row in a list — one contact. The limit is a single total, not a per-list limit: it adds up every list in every workspace you own. Separately, one list holds at most 50,000 records on every plan. Lists in a workspace where you are only a member count toward that workspace's owner, and the owner's plan sets the limit there. See "Credits, plan and limits in a workspace".

The limits per plan#

Both numbers count across all lists of all workspaces you own. The largest single list is 50,000 records on every plan. On Pro and Premium they're the same, so everything you hold stays editable. See "Which plans does ListPlus have?" for prices and what else each plan adds.

Basic: import 25,000, edit 5,000#

On Basic you can bring in your real lists — up to 25,000 records in total — and see everything ListPlus finds in them. As long as your total is 5,000 or less, everything works as usual.

Above 5,000 records, the whole workspace becomes read-only. Nothing is deleted, and:

• Still works: viewing your lists, filtering, sorting, analyses (quality checks), export, and deleting whole lists.
• Paused until you upgrade: editing cells, adding or deleting rows, statuses and tags, enrichment, AI columns, pipelines and triggers that write to your lists, the Agent API's writing actions, and automatic refresh from a source.

Each list then shows a banner: "Your workspace holds 6,240 records; your plan edits 5,000. Viewing, analysing and exporting still work – editing comes back with an upgrade." with an Upgrade to edit button that opens Settings → Plan & billing. Members of someone else's workspace don't get the button; they see "Only {owner} can upgrade." instead.

Getting back to editing#

Two ways:

• Upgrade to Pro (100,000 records) or Premium (1,000,000). Editing comes back as soon as the payment goes through.
• Delete whole lists until your total is 5,000 or less. Deleting single rows isn't possible while read-only, so delete lists you no longer need (export them first if you want to keep a copy).

Ignoring or filtering rows doesn't lower your total — only deleting does.

What pauses in the background#

While a workspace is read-only, nothing writes to its lists:

• Automatic refresh from a source (HubSpot, Salesforce …) fails with "Refresh failed:" and the reason "Your workspace is over its plan's record limit – its lists are read-only until you upgrade." After three failed attempts it pauses, like any failing refresh; click Turn back on under Set up → Refresh automatically once you're back under the limit.
• Triggers don't act; the trigger shows "The workspace is over its plan's record limit. Nothing is handed over until it upgrades – the records stay noted." The noted records run after the upgrade.
• Pipelines hand nothing over to a list or an enrichment and show the same reason.
• List webhooks still accept calls, but the records don't reach the list: they are held back in the Inbox with the reason "Plan's record limit reached". Add anyway works once you're back under the limit (until then it answers "Your plan's record limit is reached – upgrade to add these rows."). Inbox entries are deleted after 14 days, so act within that time. See "List webhooks: receive records from forms and tools".
• Agent API (/d, MCP): reading and analysing actions still work; actions that change data answer with an error saying the lists are read-only until the plan is upgraded.

A full list is a different case (one list holds at most 50,000 records): see "How many records fit in one list?".

Where you see how many records you're using#

There's no single "records used" counter. Each list card on Home shows that list's own record count, and a project's card shows the combined total for the lists inside it — add up the lists of all workspaces you own to estimate your total. Once you're above the edit limit, the banner in the list shows the exact total.

Importing a file that's bigger than your limit#

Creating a new list from a file imports as many rows as still fit under your plan's import limit (25,000 on Basic), and shows a warning above the preview: "Importing X of Y rows due to your plan's record limit." A file larger than one list can hold is cut at 50,000 rows — see "How many records fit in one list?". Under the plan warning, a plain-text hint reads "Upgrade your plan to import all rows." — this is not a link, just a note; use the avatar menu or Plans & Billing to actually upgrade.

If you have no capacity left at all, ListPlus doesn't import anything: a window says "You have no remaining capacity. Upgrade your plan to import more records.", with two buttons — Upgrade Plan, which takes you to Plans & Billing, and Go Back, which returns you to Home.

An import on Basic can take you above 5,000 records — the new list arrives in full, and the workspace becomes read-only until you upgrade or delete lists.

Duplicating, merging or adding rows#

Duplicating a list, using Consolidate Lists (merging lists together) or adding rows to an existing list counts against the number of records you can edit (5,000 on Basic). If it would push your total over that, it's blocked: you'll see a "Record limit reached" window stating your plan's limit and your current record count, with two buttons: Upgrade Plan, which takes you to Plans & Billing, and Cancel.

The 50,000-per-list ceiling applies on top, on every plan; see "How many records fit in one list?".

After a downgrade or cancellation#

Downgrading never deletes, hides or resizes any list or row. If you hold more records than your new plan edits (5,000 on Basic), your lists become read-only as described above — still viewable, analysable and exportable. See "What happens to my lists if I have more records than Basic allows?" in Cancel, downgrade and leave.

For advanced users#

The limit is based on the total row count stored in the lists of all workspaces you own. That count is always the actual number of stored rows, not what's currently visible — filtering or scrolling in the grid doesn't change it. A list stops counting toward your total the moment you delete it. If an import or action seems to be limited unexpectedly, contact support@listplus.ai.

Related topics: plans-and-pricing · which-plan-do-i-need · cancel-downgrade-leave · credits-explained · buying-credits · billing-in-workspaces · list-size-limit.

FAQ#

What is the record limit?#

Your plan sets how many records (rows) you can edit, counted over all lists of all workspaces you own — Basic 5,000, Pro 100,000, Premium 1,000,000. On Basic you may import up to 25,000; above 5,000 your lists are read-only until you upgrade. It's one combined total, separate from your credit balance; on top of it, one list holds at most 50,000 records.

How many records does each plan allow?#

Basic lets you import up to 25,000 records and edit up to 5,000. Pro allows 100,000 and Premium 1,000,000, all of them editable. Everything is counted across all lists of every workspace you own, and a single list holds at most 50,000 records on every plan.

What happens above 5,000 records on Basic?#

Your workspace becomes read-only, and nothing is deleted. You can still view, filter and sort your lists, run analyses, export everything and delete whole lists. Editing cells, adding or deleting rows, statuses, tags, enrichment, AI columns, pipelines, triggers and automatic refresh pause until you upgrade or delete lists to get back to 5,000 or fewer.

Why are my lists read-only?#

Your workspace holds more records than its plan edits — for example more than 5,000 on Basic. The banner in the list shows your total and the limit, with an Upgrade to edit button. Upgrade, or delete whole lists you no longer need, and editing comes back.

I'm a member — why can't I upgrade?#

The workspace owner's plan sets the limit, so only the owner can upgrade. The banner says "Only {owner} can upgrade." — ask the owner to upgrade or to delete lists they no longer need.

Do lists in a workspace I've joined count toward my limit?#

No. Lists count toward the owner of the workspace they are in, and that owner's plan sets the limit there. Only the lists in workspaces you own count toward your own limit.

Do ignored or filtered rows still count?#

Yes. The limit counts every row actually stored in your lists, regardless of whether it's currently visible — filtering or ignoring rows in the grid doesn't remove them or free up space, only deleting them does.

What happens if my import is bigger than my limit?#

ListPlus imports as many rows as still fit under your plan's import limit (25,000 on Basic) and shows the warning "Importing X of Y rows due to your plan's record limit," with a plain-text note to upgrade if you want the rest. A file larger than 50,000 rows is also cut to 50,000 on every plan, with the hint to import the rest into a second list. If you have no remaining capacity at all, nothing is imported until you delete lists or upgrade.

Why can't I duplicate or merge a list?#

Duplicating a list, merging lists with Consolidate Lists or adding rows is blocked when it would push your total over the number of records your plan edits (5,000 on Basic). You'll see a "Record limit reached" window with your current total and your limit, and buttons to Upgrade Plan or Cancel.

How do I free up space?#

Delete whole lists you no longer need — that lowers your total right away. While your workspace is read-only, single rows can't be deleted, so export a list first if you want to keep a copy. Ignoring or filtering rows doesn't help, since they're still stored.

Why did my automatic refresh stop?#

If your workspace is over its plan's record limit, its lists are read-only, so an automatic refresh shows "Refresh failed:" with that reason and pauses after three attempts. Upgrade or delete lists to get back under the limit, then click Turn back on under Set up → Refresh automatically to resume the schedule.

What happens to records my list webhook receives while my lists are read-only?#

They aren't written to the list: the webhook holds them back in the Inbox, in an entry named after the list, with the reason "Plan's record limit reached". After you upgrade or delete lists to get back under the limit, open the entry and click Add anyway. Inbox entries are deleted after 14 days, so decide within that time.

Where do I see how many records I use?#

There's no single counter; each list's card on Home shows its own record count, and a project's card shows the combined total for the lists inside it. Once you're over the edit limit, the banner in a list shows your exact total and the limit.

Does the record limit reset every month?#

No, it isn't a monthly quota. It's how many records you hold across your lists at any one time.

Does upgrading raise my limit right away?#

Yes. As soon as your payment goes through, your new plan's limit applies: read-only lists become editable again, and an import or action that was held back by the old limit goes through if you try it again.