Plans and the Monthly Allowance
Your plan gives your clinic a fixed number of new patients and appointments each month. Everything else in the app is unlimited: visits, prescriptions, payments, reports, staff. The allowance counts only the two things that grow your records month after month.
The allowance is not a one-off ration. It fills back up every month, on a day that belongs to your clinic and never moves.
Where to Find It
Click the address to open the screen on your own clinic.
| Screen | Address |
|---|---|
| Your plan and what is left of this month | /account-subscription |
| Your clinic's own details | /account-settings |
There is also a marker in the top bar next to your name: it offers Upgrade plan on the free plan, and names the plan you are on once you are on a paid one — hover it to read the renewal date. In the last week before renewal it turns amber and shows the date itself, and it turns red once the subscription has ended.
The Plans
| Free | Standard | Advanced | |
|---|---|---|---|
| New patients each month | 15 | 50 | Unlimited |
| Appointments each month | 50 | 200 | Unlimited |
| Price | Free, forever | Paid monthly or yearly | Paid monthly or yearly |
The free plan is not a trial. It does not end, and no card is asked for. A clinic can stay on it for years, working inside 15 new patients and 50 appointments a month.
The numbers you see are the truth
Your own numbers are on your subscription screen. If your clinic was moved to a different plan, or the plan itself was retuned, that screen shows what actually applies to you — and it is the same count that decides whether a save goes through.
What Counts, and What Does Not
New patients counts patients created during the month. It does not matter how the patient arrived — typed in at the desk, added from the quick-add box on a prescription, imported from a file, or created by a patient booking online. Each one is one.
Appointments counts appointments by the day they were booked, not the day of the visit. Booking today for next March spends this month's allowance, because that is when the work of booking happened.
Nothing else touches the allowance:
- Editing an existing patient or appointment is always free — you are never blocked from correcting a record.
- Visits, prescriptions, payments, documents and reports never count.
- Patients registered in an earlier month never count again.
- Enquiries never count. Somebody who messaged your page is not a patient until you convert them, and only that conversion spends the allowance — see Enquiries.
- Deleting a record does not give the slot back. The month keeps its count.
The Renewal Day — It Is Not Your Expiry Date
This is the part worth reading twice.
Your allowance renews on your clinic's own renewal day, which is set when your clinic is created and does not move afterwards. It is not the first of the month, and it is not the day your subscription is paid until.
A clinic created on the 12th runs from the 12th to the 11th of the next month, and gets a fresh allowance every 12th — whether it is on the free plan, a paid plan, or an expired one.
Two dates that are easy to confuse:
| What it is | What it does | |
|---|---|---|
| Renewal day | Your clinic's own day of the month | Refills the monthly allowance |
| Paid until | The date your subscription runs out | Decides which plan's numbers you get |
They are independent. Paying for another year does not move your renewal day. Changing plan does not move it either. And the allowance refills on that day with nothing to press and nobody to ask — it is not a job that can fail to run, it is simply what "this month" means for your clinic.
Short months. A clinic whose day is the 31st renews on the last day of any month that has no 31st — 28 February, or the 29th in a leap year — and goes back to the 31st the month after.
Your renewal day is shown on the subscription screen, and again in every message that tells you an allowance has run out.
Changing Plan Mid-Month
The month's count follows your clinic, not your plan. Changing plan changes the limit; it never resets the count.
So if you have used 15 new patients on the free plan and then move to a plan of 50, you have 35 left for the rest of that month — not a fresh 50. On your renewal day you get the full 50.
This works the other way too: moving to a smaller plan keeps whatever you have already used. If you have used 40 and the new plan allows 15, you add no new patients until your renewal day. Nothing you have already recorded is lost or hidden — only new records wait.
When Your Subscription Ends
Your clinic is never locked out. When a paid subscription runs past its paid-until date, the clinic falls back to the free allowance — 15 new patients and 50 appointments a month — and everything already in the system stays exactly where it is: every patient, every visit, every report, all readable and editable as before.
Get the subscription renewed and the larger allowance is back on the next screen refresh.
When the Allowance Runs Out
You are told plainly, at the moment you try to add the record — never after you have filled in a form:
This month's new-patient allowance is used up (15 of 15). It renews by itself on 12 September 2026, or talk to us about a bigger plan.
The message carries the count, the limit and your renewal date, and links to your subscription screen. Nothing is half-saved: a refused patient is not written at all, and a batch of advance reservations that would cross the line is refused whole rather than filling some of the days.
Two places behave slightly differently, on purpose:
- Importing a file stops at the number you have left, writes those, and lists the rows it did not take by their row number — so you can import the rest next month without hunting for your place.
- Your online booking page simply says the clinic is not accepting online bookings at the moment. Patients are never shown your plan, your limit, or how much of it you have used.
While the internet is down
Your allowance is counted by the clinic system, not by the computer at the desk — so a patient registered during an outage is checked against it when the work is sent, not when it is recorded. See Working Without Internet.
If the allowance ran out while you were offline, those records are not lost: they appear on the Unsent work screen saying the allowance is used up, and they can be sent once you have room again.
Getting a Bigger Plan
Moving between plans is done with our team, not on a checkout page. Call or send a message, and we move your clinic — the change is live on your next screen refresh.
- Moving to a bigger plan applies at once. You pay only the difference for the days left of what you already paid for.
- Moving to a smaller plan applies on your renewal day. You keep the plan you paid for until then, and nothing is refunded.
Either way, your renewal day and your paid-until date stay exactly where they were.