Understanding Licenses
Each provider who uses PatientNotes needs a license (also called a "seat"). Licenses are billed per provider per month.
What is a License?
A license allows one provider to record patient encounters and generate notes. Each provider needs their own license.
Viewing Your Licenses
See how many licenses you have and who's using them:
- Go to Settings → Team
- View the "Licenses" section
- See total licenses, used, and available
License Status
- Active: License is assigned to a provider
- Available: License is paid for but not assigned
- Pending: Invitation sent, awaiting acceptance
Adding Licenses
Add more provider seats as your team grows.
Prorated Billing
When you add a license mid-cycle, you're only charged for the remaining days until your next billing date.
Steps to Add Licenses
- Go to Settings → Billing
- Click "Manage Licenses"
- Enter the number of licenses to add
- Review the prorated charge
- Confirm the purchase
New licenses are available immediately after purchase.
Assigning Licenses
After purchasing licenses, assign them to providers on your team.
Inviting a New Provider
- Go to Settings → Team
- Click "Invite Provider"
- Enter their email address
- Select their role and permissions
- Send the invitation
The invitation uses one of your available licenses. If accepted, the license becomes active. If declined or expired, the license returns to your available pool.
Quick Assignment
Removing Licenses
Reduce your license count if you have unused seats.
End of Billing Cycle
License reductions take effect at the end of your current billing cycle. You continue to have access until then.
Steps to Remove Licenses
- First, remove the provider from your team (Settings → Team)
- Go to Settings → Billing
- Click "Manage Licenses"
- Reduce the license count
- Confirm the change
Active Providers
Transferring Licenses
Move a license from one provider to another.
No Extra Charge
Transferring a license between providers doesn't incur additional charges. The license simply moves to the new user.
How to Transfer a License
- Remove the current provider from the team (Settings → Team)
- The license becomes available
- Invite the new provider
- The available license is assigned to them
Note: When you remove a provider, their data remains accessible to team admins but they can no longer create new sessions.
License Limits & Usage
Understand what's included with each license.
Unlimited Usage
Each license includes unlimited recordings, transcriptions, and note generations. There are no per-use limits.
One User Per License
Licenses are not shareable. Each provider needs their own license to record and generate notes.
Support Staff
Administrative staff who don't record encounters may not need full licenses. Contact support for viewer-only access options.
Next Steps
Learn about payment methods and billing management.