Seats and Team Billing

What the Plan Includes

A Dermi Atlas Professional subscription is billed per deployment. The base plan, $79 USD per month, licenses one deployment and includes one Clinician account and one Assistant account. Every further member takes a seat of their account type:

• Each additional clinician seat: $59 USD per month
• Each additional assistant seat: $12 USD per month

Seats are priced per named person on the deployment. Licensing stays per deployment, and the seats belong to the account that holds the subscription. Worked examples:

• A solo practice with one clinician: $79 USD per month.
• One clinician with two assistants: $79 USD plus one additional assistant seat at $12 USD, since the first assistant is included, for $91 USD per month.
• Two clinicians and two assistants: $79 USD plus one additional clinician seat at $59 USD and one additional assistant seat at $12 USD, for $150 USD per month.

Prices are stated before applicable tax. The 30-day free trial, the plan card, and the subscription itself are managed in the Dermi Portal at portal.dermi.ai.

Which Members Use a Seat

The seat tiles on the license card read the seats in use against the seats the plan provides, for example "2 of 2 used" under Clinician Seats. What counts toward a seat:

• An invitation that has not been claimed holds a seat of its account type until it is claimed or withdrawn; an expired invitation still holds its seat until it is withdrawn.
• A pending promotion to Clinician holds a clinician seat from the moment it is staged.
• Removing a member, withdrawing an invitation, or a member deleting their own account frees the seat. Reinstating a removed member takes a seat again.

Seats are not pooled across licenses. Each licensed deployment has its own team, and a subscription that holds more than one license provides each license the included seats only; additional seats on such accounts are arranged with Dermi support.

Purchasing a Seat Inside an Invite or Promotion

Seats are purchased inside the invitation or promotion that needs them. When an invitation or a promotion needs a seat that is not free, the invite or Change Member drawer opens the purchase in place under the title No Clinician Seats Available or No Assistant Seats Available, stating the seats in use ("All 2 clinician seats on this license are in use.") over a timeline of what the purchase means:

• Today: the seat is prorated for the rest of the current billing period and charged to the payment method on file, with the amount and tax shown.
• From the next renewal: one more seat of that type on every invoice, at its monthly price.
• When the purchase completes: "The invite is sent once the purchase completes" or "The elevation is staged once the purchase completes".

Under the timeline the drawer notes the alternatives: "Removing a member frees a seat without a purchase" and "Seats can be added or reduced from Manage Seats on the plan card". Selecting Purchase Seat confirms the charge and completes the invitation or the promotion in the same step; Cancel returns to the form with the values intact.

Manage Seats on the Plan Card

The plan card on the portal overview shows three tiles: Licenses, Clinician Seats, and Assistant Seats, each reading the seats in use against the seats the plan provides, with a caption such as "1 included" or "1 included, 2 purchased". Manage Seats below the tiles adjusts the purchased seats for the whole account:

1. Select Manage Seats. The drawer reads "1 clinician and 1 assistant seat included" and shows one row per type with the seats provided, the composition ("1 included, 2 purchased") and the seats in use.
2. Use the plus and minus controls to set the new seat count for each type. A seat in use cannot be given up: "Seats in use cannot be reduced; remove a member to free one first."
3. Select Review Changes. The review lists each changed type as before and after counts and the billing consequence: a purchase is prorated and charged today, and a reduction is credited on the next invoice. Both show the seats the subscription carries from the next renewal and their monthly total.
4. Confirm with the action named on the review (Purchase Seat, Reduce Seats, or Apply Changes for a change that adds one type and reduces the other).

A reduction applies at once and the credit for the unused remainder of the period appears on the next invoice. A seat freed by removing a member stays purchased, and is reused by the next invitation without a charge, until it is reduced here.

Illustrative demo with synthetic data. Learn more

More Members than Seats

A team can hold more members than seats without any purchase having been refused: accounts adopted when a deployment joins a team, and a plan whose seats were reduced while members remain, both leave a team over its seats. When that happens, the license card shows a More Members than Seats notice naming the seat lines over their cap ("Clinician seats 3 of 1 used."), and the owner receives an email with the subject "Members exceed the seats on your Dermi Atlas license".

Nobody loses access immediately. The notice states the window: "Every member keeps access until [the date]. After that date, the most recently added members beyond the seats are restricted until a seat is available." The over-seat window is 30 days. Within it, the owner either purchases the missing seats from the notice's own Purchase Clinician Seat or Purchase Assistant Seat buttons, or removes members. After the window, the most recently added members beyond the seats are marked Restricted ("Over the seat cap") and are refused sign-in until a seat is available; purchasing a seat or removing another member restores them at the deployment's next check-in.

Trials and Other Limits

• Trial: Seats cannot be purchased during the free trial. The portal reads "Seats can be purchased once the trial has been upgraded to the Professional plan." The trial includes the one Clinician and one Assistant account of the base plan.
• Subscription scheduled to cancel: Seats cannot be changed while the subscription is set to end at the close of the period; renew it under Manage Subscription first.
• Payment outstanding: Seats cannot be purchased until the payment method has been updated under Manage Subscription.
• More than one license: Each license includes one clinician and one assistant seat, and additional seats are arranged with Dermi support.

Manage Subscription

Manage Subscription on the plan card opens the hosted billing portal, which covers payment methods, invoices, and cancellation only. Seats are added and reduced from the plan card and the invite flow described above, never from the hosted billing portal. Subscription and license problems are covered in Troubleshooting Licensing and Subscription Issues.

Related Resources

• Inviting and Managing Team Members for the invitation, promotion, and removal actions that use and free seats
• Understanding Accounts for the Dermi Portal account and the two account types
• How a Team Shares Patient Records for what a Clinician or Assistant account can do
• Troubleshooting Licensing and Subscription Issues for activation, renewal, and payment problems