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License Count & Usage FAQ

This is a compilation of some of the most frequently asked questions we get about how the license usage is worked out and when the license count is adjusted.

The monthly subscription cost is based on the selected Plan and the number of required licenses.

What counts towards the license usage is the number of Booked Hours per staff member in the schedule, for actual booked appointments. This doesn’t include Breaks in the schedule, empty shifts, or time spent doing administrative tasks like charting or scheduling. As the Booked Hours fluctuate for your account, the required number of licenses will fluctuate so your account should be updated whenever needed.

How are licenses calculated?

What counts towards the license usage is the number of Booked Hours per staff member in the schedule, for actual booked appointments. This doesn’t include breaks in the schedule, empty shifts, or time spent doing administrative tasks like charting or scheduling.

You can view where these numbers are pulled from by heading over to Reports > Hours Scheduled / Booked. From there, you can filter based on a date range for the month prior. You’ll want to use the Booked Hours column, then for each staff member divide their total booked hours by the number of weeks in that month (the number of days in the month divided by 7 days in a week - roughly 4) and input that into our calculator here.

The rough math is that anyone over 24 hours a week is a full license and less than that we either round up to the nearest half license or add together to create full license equivalents. There’s no fee for admin staff. Feel free to take a peek at our handy guide for further detail.

The Account Owner can update the license count either by heading to Settings > Jane Subscription > Change Subscription, or by contacting our Support Team [email protected]

Example 1: A clinic has someone who has 30 booked hours per week, and another staff member who has 18 booked hours per week. Those working 24 or more booked hours are the equivalent of 1 license. The 18 hours will be rounded up to the nearest half license, and so will require 1 license. Overall this clinic requires 2 licenses.

Example 2: Another clinic has someone with 30 Booked Hours per week, one staff member with 18 Booked Hours, and another staff member with 4 Booked Hours.

Again, those working 24 or more booked hours are the equivalent of 1 license. The 18 hours and 4 hours will be lumped together and rounded up to the nearest half license, so combined come to 1 license. Overall this clinic also requires 2 licenses.

Why is Jane automating a license change when a staff profile is added, reactivated, deactivated, or deleted?

People often sign up for a single license as they’re getting set up and then add the rest of their team in later, or they assume that Jane will auto-update their license count when they add practitioners - which would make total sense and is why we have this feature now.

This feature will only increase or decrease your subscription licenses by 0, 0.5, or 1.0 licenses, so if you have a greater discrepancy the Account Owner can adjust this or our team will be happy to help.

Will you still be doing audits?

Yes, as this feature will only increase or decrease your subscription by 0, 0.5, or 1.0 licenses, our team will still be doing audits on a regular cadence to remove discrepancies between licenses used and billed.

Who can add, activate, or deactivate staff?

Only the Account Owner or a Full Access user can add, activate, or deactivate staff. Find out more on how to Add a Staff Member, or Deactivate a Staff Member.

When a staff profile is added, activated, deactivated, or deleted the Account Owner is sent an email noting these changes and whether this change will affect their license count. The Account Owner cannot unsubscribe from these emails, these are transactional notifications for your account security. We understand inbox messages pile up, but Jane wants to play a role in helping you stay up to date on changes to your account.

Does Jane adjust my subscription license when a staff member is added or removed?

Yes! When adding a staff member to your account, you’ll need to select whether this new profile is Administrative (does not affect the license count), a Practitioner, or Both. For a Practitioner of Both roles, you’ll also need to enter their expected number of booked hours to determine whether they are part-time or full-time and whether the license needs to increase by 0, 0.5, or 1 license.

When a staff member is added, activated, deactivated, or deleted Jane will review your account and compare your account usage to the number of licenses that are set for your account. If needed Jane may increase your license (to a maximum of 1 license), leave your license count as is, or decrease your license count (to a maximum of 1 license).

Wait, I added an Administrative profile. Why did my license count increase? We take this moment to review your account, and if there was a discrepancy in your account between the number of licenses actually used and what your subscription was set for, your licenses will be adjusted based on usage up to a maximum of 1 license.

I added a new practitioner, why didn’t my license count increase? We take this moment to review your account, if your clinic is overpaying, you may see no change in the license count.

I removed a staff member, why didn’t my license count decrease? We take this moment to review your account, if your clinic is underpaying, you may see no change in the license count.

What if I only need to temporarily activate a staff member for reporting or charting purposes?

When reactivating the staff profile either select the Administration role, or the Practitioner or Both role and enter 0 hours for expected booked hours.

Where can I see the history of my invoices?

The Account Owner can access previous invoices from the Jane Subscription area of their Jane account - just sign in and then click on Settings across the top blue bar, and select Jane Subscription.

Then select Billing History. Here they’ll be able to view and download individual invoices as well as generate an overall account statement.

When will I get billed for a license change?

A pro-rated invoice will be created for the change for the current month, and the adjusted license change will reflect on the next invoice. We bill on the first business day of the month.

What if I think the license count is wrong?

If you think there’s an error in our reporting system and this new license count is incorrect, please just email us at [email protected] and we’d be happy to look through your account together to figure out what might be going on.