All practices signed up prior to January 3rd, 2023 who are still on their Legacy Plan will continue to calculate under their existing licensing model. Clinics on the Balance Plan can learn more details on the requirements and license calculations with our Switching to the Balance Plan guide.
Are you looking to review your past usage or work out your current usage for your Jane subscription? Looking to update the number of licenses you’re currently subscribed to? Let’s review how to manage that!
- How are licenses calculated?
- Where can I see my usage in my account?
- How to update licenses (when practitioners leave or join the practice)
- We had a staff member leave our practice - why doesn’t our subscription reflect that change in staffing?
- What if I think the license count is wrong?
- When will I get billed for a license change?
- Where can I see the history of my invoices
- My clinic offers services that don’t require a staff member present. Will that impact my license count?
How are licenses calculated?
What counts towards the license usage is the number of Booked Hours per staff member in the schedule. Booked Hours is the sum of all appointments in the schedule (including post-treatment-time). This doesn’t include breaks in the schedule, empty shifts, or time spent doing administrative tasks like charting or scheduling. There is no fee for admin-only staff.
The calculations are:
For accounts opened on or after January 3rd, 2023, or are now on the Practice or Thrive Plan (also known as Version 2) - licenses cannot be shared. A staff member who has 24 or more booked hours per week requires a full license and less than 24 hours requires a half license. There is no fee for admin staff as long as they don’t have appointments in their personal schedule.
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Primary license: Each Plan has 1 full license built into the base cost of the Plan. Based on the Version 2 calculation information above, the 1 built-in license cannot be shared & is assigned to the staff member who has the most number of booked hours (regardless of how many hours they have).
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Locum Staff / Temporary Staff Coverage: For Version 2, if staff A going on temporary leave and the new staff B covering them both work in the same month, licenses will need to be increased; as each of them would need separate/individual licenses (0.5 or 1 license, depending on usage). After that, if the new staff B covering the leave is the only one working for an entire month, the licenses can be lowered.
For accounts opened before January 3rd, 2023 and are still on their Legacy Plan (also known as Version 1) - licenses can be shared. A staff member who has 24 or more booked hours per week requires a full license; those with less than 24 hours are either rounded up to the nearest half license or added together to create full license equivalents. There is no fee for admin staff as long as they don’t have appointments in their personal schedule.
- Part-Timers: Based on the Version 1 calculation, multiple part-timers under 24 booked hours per week can be added together. Each 24 hours within the part-time total will be assigned 1 license each. Then whatever is left of the part-time total that’s less than 24 hours is rounded to the nearest license (1-18 hours are rounded to 0.5 / half license. 19+ hours is rounded to 1 license).
For example, if 2 part-timers, each with 22 booked hours weekly, are added together, the total is 44. The 44 hours total has one 24 hours within it, which is assigned 1 license, and the remaining total is 20 hours, which is rounded to 1 license. So the 2 part-timers in this case need 2 licenses.
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Primary license: Each Plan has 1 full license built into the base cost of the Plan. Based on the Version 1 calculation information above, the 1 built-in license can be shared.
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Locum Staff / Temporary Staff Coverage: For Version 1, if staff A going on temporary leave and the new staff B covering them both work in the same month, licenses might need to be increased. If staff B is part-time, adding their hours with other part-timers may/may not change usage. But if they’re full-time, licenses need to be increased. After that, if the new staff B covering the leave is the only one working for an entire month, the licenses can be lowered.
Where can I see my usage in my account?
If you’re looking for a way to double-check your current usage or perhaps check your usage over time, you can head to the Reports tab in the top blue menu and look for the Hours Scheduled/Booked Report.
Use the date range at the top to set it to the prior month. For each staff member, the total Booked Hours for the month is divided by 4 to get their weekly average. Then use the license calculation format in the How are licenses calculated? section above to determine the licenses needed.
How to update licenses (when practitioners leave or join the practice)
We understand that life is busy and always changing, this is why you will always have the flexibility to manage the number of licenses within your account.
Let’s have a peek at how this is done, click on Settings > Jane Subscription in your account to get started.
Once within your accounts page you will scroll to the bottom and select the Change Subscription button.
NOTE: If you are on a Legacy Plan you will want to use the grey box at the top of the Change Subscription section to remain on your Legacy Plan.
For other non-Legacy plans, you will be able to click on the dropdown arrow beside the number of licenses that you are currently subscribed to and either increase or decrease as needed. Be sure to click Select tab below the plan that you have changed and Jane will take care of the rest :)
We had a staff member leave our practice - why doesn’t our subscription reflect that change in staffing?
While we’d eventually love to automate adjustments to your Jane subscription, any changes to your Jane subscription currently need to be made manually. You can check out our steps on How to update licenses (when practitioners leave or join the practice) and we’re also happy to help make this adjustment on your behalf.
It is the Account Owners responsibility to ensure their account is set for the correct number of licenses. You can either review this yourself monthly or simply email us ([email protected]) and we’ll be happy to review your account based on the prior month’s usage.
What if I think the license count is wrong?
We’d be happy to review your account with you! If you think your license count needs updating, please just email us at [email protected] and we’ll be happy to review your account based on the prior month’s usage.
When will I get billed for a license change?
When you update your license count, a pro-rated invoice will be created for the change for the current month, and the adjusted license change will be fully reflected on the next invoice. We bill on the first business day of the month.
Where can I see the history of my invoices?
The Account Owner can access subscription 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 individual invoices and generate an overall account statement using the date range and Statement button at the top.
My clinic offers services that don’t require a staff member present. Will that impact my license count?
Yes, this process involves setting up a separate staff profile for specific services and does contribute to your license count and monthly subscription cost. All staff profiles with booked appointments on the schedule contribute to usage/licenses, regardless of what the appointments are used for. To avoid additional subscription fees, you’ll want to make sure this is set up for a staff profile that is already using a full license. For more details, you can head over to our guide on How to Book Services or Resources Without a Staff Member.
Looking to learn more about your Jane subscription? You can check out our guide Managing your Jane Subscription.