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FAQ: Subscription / Jane Licenses and Jane's Usage Report

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  2. FAQ: Subscription / Jane Licenses and Jane's Usage Report

    3. 11 min read
    Practice Plan Thrive Plan Legacy Plans

All practices signed up prior to January 3rd, 2023 who are still on their Legacy Plan will continue to calculate under their existing Jane licensing model. Clinics on the Balance Plan can learn more details on the requirements and Jane 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 Jane licenses you’re currently subscribed to? Let’s review how to manage that!

How are Jane licenses calculated?

What counts towards the Jane license usage is the number of Booked Hours per staff member in the schedule. Booked Hours is the sum of all booked, arrived, and no-showed appointment hours in the schedule (including post-treatment time). This doesn’t include breaks in the schedule or empty shift time spent doing administrative tasks like charting or scheduling. There is no fee for admin-only staff as long as they don’t have appointments in their schedule. Corporate plans include 10 Jane licenses in the base cost, applicable to Versions 1 and 2 of the subscription.

  • Version #1: Accounts opened before January 3rd, 2023 and are still on their Legacy Plans
  • Version #2: Accounts on Practice & Thrive. This also includes accounts on Legacy plans opened on or after January 3rd, 2023

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) - Jane licenses cannot be shared. A staff member who has 24 or more booked hours per week requires a full Jane license, and less than 24 hours requires a half Jane license. There is no fee for admin staff as long as they don’t have appointments in their personal schedule.

  • Primary Jane license: Each Plan has 1 full Jane license built into the base cost of the Plan. Based on the Version 2 calculation information above, the 1 built-in Jane license cannot be shared, and is assigned to the staff member who has the most number of booked hours (regardless of how many hours they have).

  • Locum Staff / Temporary Staff Coverage: For Version 2, if staff A is going on temporary leave and the new staff B covering them both work in the same month, Jane licenses will need to be increased, as each of them would need separate/individual Jane 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 Jane licenses can be lowered.

For accounts opened before January 3rd, 2023 and are still on their Legacy Plan (also known as Version 1) - Jane licenses can be shared. A staff member who has 24 or more booked hours per week requires a full Jane license; those with less than 24 hours are either rounded up to the nearest half Jane license or added together to create full Jane 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 Jane license each. Then whatever is left of the part-time total that’s less than 24 hours is rounded to the nearest Jane license (1-18 hours are rounded to 0.5 / half license. 19+ hours is rounded to 1 Jane 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-hour period within it, which is assigned 1 Jane license, and the remaining total is 20 hours, which is rounded to 1 Jane license. So the 2 part-timers in this case need 2 Jane licenses.

  • Primary Jane license: Each Plan has 1 full Jane license built into the base cost of the Plan. Based on the Version 1 calculation information above, the 1 built-in Jane license can be shared.

  • Locum Staff / Temporary Staff Coverage: For Version 1, if staff A is going on temporary leave and the new staff B covering them both work in the same month, Jane 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, Jane 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 Jane 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 Jane license calculation format in the How are Jane licenses calculated? section above to determine the Jane licenses needed.


How to update Jane 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. Start by clicking on the Settings tab > Jane Subscription in your account to get started.

Once within your accounts page, scroll to the bottom and select the Update Subscription button.

an image of the update subscription button

NOTE: If you are on a Legacy Plan, you will want to use the grey box at the top of the Update 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 Jane 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 Jane 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 Owner’s responsibility to ensure their account is set for the correct number of Jane 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 Jane license count is wrong?

We’d be happy to review your account with you! If you think your Jane 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 and how will I be billed (or credited) for a Jane license change?

A pro-rated invoice or credit will be automatically issued based on the Jane license changes made during the current month. Here’s how we’ll handle each situation:

  • If an invoice with a balance owing is issued, your credit card on file will be charged automatically about 4 hours after the invoice is generated.
  • If a credit is issued instead, the amount will be automatically applied to your next subscription invoice.

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 to be present. Will that impact my Jane license count?

Yes, this process involves setting up a separate staff profile for specific services and does contribute to your Jane license count and monthly subscription cost. All staff profiles with booked appointments on the schedule contribute to usage / Jane 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 Jane 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.