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.
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
How are my 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 - 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.
For accounts opened before January 3rd 2023 and are still on their Legacy Plan - 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.
*Primary license Each Plan has 1 full license built into the base cost of the Plan. Based on the calculation information above, that full license either cannot be shared & is assigned to the staff member who has the most number of booked hours (regardless of how many hours they have), or can be shared based on when the account was opened and what Plan the account is on.
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. Any staff with 24 booked hours or more per week needs one license, and any staff with less than 24 hours booked hours per week requires a half license.
Accounts opened before January 3rd, 2023 and who are still on their Legacy Plan will have different calculations
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.
It is here that 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 :)
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.
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.
Looking to learn more about your Jane subscription? You can check out our guide Managing your Jane Subscription.