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License Count & Usage FAQ

All practices signed up prior to January 3rd, 2023 will continue to operate under their existing licensing model.

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. There are 3 license types in Jane: the primary license (which is covered in your subscription cost), additional full licenses, and additional half licenses. (There is no fee for admin staff.)

How are licenses calculated?

What counts towards the license usage is the number of Booked Hours per staff member in the schedule, including post-treatment-time, 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 4.

The rough calculations are: For accounts opened on or after January 3rd 2023 - a staff member who has 24 or more booked hours per week is a full license and less than that is a half license. There is no fee for admin staff.

For accounts opened before January 3rd 2023 - a staff member who has 24 or more booked hours per week is 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.

Feel free to take a peek at our FAQ: Subscription Licenses and Jane’s Usage Report guide for more information.

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.

The Account Owner can update the license count either by heading to Settings > Jane Subscription > Change Subscription.

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.

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