How practitioner seats and billing work

Your subscription is priced per practitioner, per month, and the seat count looks after itself as your team changes. Everything shows on Settings > Billing (owners only).

What counts as a seat

A seat is an active team member with Takes appointments ticked. That tick box is on each person's card under Settings > Team, and it is what puts them in the diary, on the rota and in the treatment assignment list.

It is the tick box, not the role. An Admin who holds appointments is a billable seat. An owner who never appears in the diary is not. Front desk staff who hold no appointments cost nothing, which is the usual reason an Admin seat is free, but it is the tick box doing it and not the label.

There is always at least one seat. The Billing page spells out the sum, for example 2 practitioners × £25, shown ex-VAT, alongside your renewal date. Our own support logins never count.

Seats update automatically

Tick or untick Takes appointments and press Save profile, and your seat count, and therefore your next invoice, adjusts to match. You never need to tell us your headcount.

When somebody leaves

Open their card under Settings > Team and find Remove from the clinic, press Remove from clinic, then confirm. They lose access straight away, drop out of your calendar and your public booking page, and stop counting towards your seats. Everything they did stays exactly as it is and in their name: past appointments, treatment records, sign-offs and documents. They are listed under Removed at the top of the Team page; ask us if you ever need somebody put back.

You cannot remove yourself or the last active owner. If they still have future appointments, the app asks you to deal with them first, or confirm with Remove anyway. Those appointments remain in their name until you move or cancel them.

If they are staying but no longer treating patients, just untick Takes appointments instead: they keep their login and come off your bill.

Managing the subscription

• Manage billing opens the secure billing portal where you can update your card and view your invoices.
• Cancel subscription on the Billing page asks you to confirm, then the subscription runs until the end of the period you have paid for. The page then shows Subscription ending with the date your access ends, and a Resume subscription button in case you change your mind. Nothing is deleted either way.
• If a renewal payment fails, the page shows a payment problem with an Update your card button, and you have a grace period to fix it.

Referral credit

Free months earned through the referral programme are applied as a one-off discount on your next invoice, sized to your own seat count, so a bigger clinic's free month is worth proportionally more.