Overview
This article explains how per provider plans work, how licenses are assigned and how staff permissions apply.
Plans are based on the number of providers, and features vary depending on the plan you select.
Key Concepts
- Licenses are what you pay for. There are two types:
- Provider License
- Admin License
- Permissions control what each staff member can do, such as scheduling, billing, and clinical documentation. They are separate from licenses.
- Manage permissions under Staff > Permissions.
- To review or re-assign permissions:
- Go to Staff > Permissions.
- Update permissions as needed.
- Select Save to apply changes.
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NOTE:
- Review the Set Staff Permissions Glossary to understand which permissions your staff require and whether a license is needed for each role.
- After changing a staff member’s permissions, the user will be logged out so the new permissions can apply. Ask the user to save work before confirming. See Set Staff Permissions for more information.
- To review or re-assign permissions:
- Manage permissions under Staff > Permissions.
Update License Quantities
To increase or decrease the number of licenses on your account:
- Go to Organization > Manage subscription.
- Select your current subscription (bottom of the list)
- Click Edit Subscription.
License Type Comparison: Admin, Provider, and No License
Provider License
Required for staff who need to:
- Access or write clinical documentation.
- Use therapist permissions.
- Provide clinical services, including telehealth.
- Run clinical documentation reports.
NOTE: Provider Licenses can also grant Admin or Org Admin permissions.
IMPORTANT: It is not necessary to assign both Provider and Admin Licenses. A Provider license will allow Admin and Therapist permissions to be granted.
Admin License
Required for staff who need to:
- Manage system settings.
- Perform billing tasks without opening notes.
- Assist with organizational administration.
Cannot grant access to:
- Clinical documentation
- Therapist permissions
- Notes or clinical reporting
No License Required (non-clinical access)
Used for staff who do not need documentation access.
Applicable roles:
- Schedulers
- Receptionists
- Billing staff without documentation responsibilities
Staff members with no license (depending on permissions) can:
- Add appointments.
- Enter basic client information.
- Assist with billing that does not involve clinical documentation.
| Staff Type | Needs Clinical Notes? | License Required | Typical Permissions |
|---|---|---|---|
| Therapist/Provider | Yes | Provider | Therapist & optional Admin |
| Biller (needs documentation access) | Yes | Provider | Billing & clinical |
| Biller (no documentation access) | No | None | Billing |
| Admin | No | Admin | Admin |
| Receptionist | No | None | Scheduling & basic access |
| Scheduler | No | None | Calendar access |
| Account Owner | Yes | Provider (automatic) | Full permissions |
License & Permission Guidelines
- Clinical documentation access requires a Provider License.
- Admin settings with no clinical access requires an Admin license.
- Scheduling, reception, or basic billing requires no license.
- Staff without documentation or admin needs may operate with permissions only.
- A Provider License covers more than clinical access.
- A Provider License allows:
- Clinical access
- Therapist permissions
- Admin permissions
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IMPORTANT: Never assign both Provider and Admin licenses.
- A Provider License allows:
- Account owners always have full access and automatically hold a Provider license.
- Billing access depends on documentation needs.
- Billing with documentation → Provider License
- Billing without documentation → No License
- Licenses must be assigned to activate
- After purchasing a license, navigate to Organization > Manage licenses and toggle the license ON to activate it.