Licences, invoices and trial

One licence per person who counsels

Every person who counsels needs a licence. The centre lead only needs one if they counsel themselves. The office does not need one.

The licence includes everything: directory, appointment booking, counselling rooms, whiteboard, systemic board, position cards, prompt cards, case notes and video in the room. You see the price per licence and month in “Manage centre” in the “Licences” card. Below it, it shows what the booked licences cost per month.

Booking, assigning and reducing licences

In the “Licences” card, two figures show the status: how many are “booked” and how many are “assigned”.

1. Click “Book additional licence” and confirm. The licence applies immediately. The current month counts in full.
2. In the “Team” card, open “Manage” for the person.
3. Click “Assign licence”.

“Assign licence” only appears if a booked licence is free. “Release licence” frees a licence again, but it stays booked. You can then assign it to another person.

With “Reduce at end of month” you cancel a licence from the next month. Until then it stays booked. The card then shows from when how many licences apply. “Undo reduction” reverses this.

You can only reduce with a free licence. If all are assigned, first release an assignment.

If someone leaves your centre, the person's licence becomes free. It still stays booked until you reduce.

Video in the room

Video in the room is part of the licence. Counsellors with a licence choose under “Times and video link” whether the session runs in the room or via their own link, for example to Zoom. More on this in Times and video link.

In the “Enabled” card, “Video in the room” usually shows “via licences”. Sometimes the platform operator enables video in the room manually for your whole centre, for example in a pilot. It then shows “for everyone”, even without a licence. If there is a date next to it, video for everyone ends after that day.

How billing works

Billing is monthly in arrears, at the start of the month for the previous month. The highest number of booked licences in the month counts. “Charged this month” shows you the status for the current month. If a licence costs you nothing, for example in a pilot, there is no invoice for it.

As soon as the platform operator has finalised an invoice, it appears in the “Invoices” card, with number, date, amount and status: “open”, “paid” or “cancelled”. “PDF” downloads it.

Billing details

In the “Billing details” card, “Edit” opens a window with “Street and house number”, “Postcode”, “Town” and “Email for invoices”. The email is optional. Without it, the centre lead's address is used. Your public page also shows the town, see Your centre's public page.

Tip: If your address or billing address changes after an invoice has already been issued, also let the platform operator know via Contact.

Trial and cancelling

At the start you try it free of charge. Until when is shown in “Manage centre” in the “Trial until” box. Shortly before the end, the centre lead gets an email. During the trial you do not book licences, and there are no costs. Video in the room is free until the last day of the trial. If you want to continue, let us know via Contact. Then everything simply carries on.

Otherwise your centre is blocked after the last day of the trial:

• Your counsellor profiles disappear from the directory.
• Anyone who only belongs to your centre can no longer sign in.
• Rooms and data remain stored. The retention periods continue to run.

The platform operator can approve your centre again.

You cancel via “Cancel a contract” in the footer of every page. You then get a confirmation by email.