How clinic pricing works
Klarify offers volume discounts for clinics and group practices. Adding a therapist to your clinic costs less than the list price of their plan. Here is how it works:
Each therapist has their own login and their own plan.
All therapists join a shared clinic account, billed to one credit card.
Plans can be mixed across the team. Each therapist picks the plan that fits their session volume.
Volume discounts grow as your team grows. They can reach 45% off, depending on your plan mix and seat count.
Volume discounts stack on top of the 20% yearly discount.
The clinic owner can see all therapists' notes by default. You can change this with roles, covered below.
Use the Clinic Pricing Calculator to estimate costs for your team. You'll also see your exact total, with discounts applied, before anything is charged (see Change a therapist's plan below).
For individual plan prices and features, see Klarify Pricing.
For a custom quote or help setting up a clinic account, email info@klarify.ca or book a call.
Invite a team member
Go to Settings → Team.
Press Invite a team member.
Enter their email address. Use Invite several to add more than one person at once.
Choose their role: Admin or Therapist.
Press Send Invite.
New members join on the free Seed plan, so sending an invite doesn't charge you anything. To give them a paid plan, follow Change a therapist's plan below. If your clinic is still in its free trial, new members share your trial instead.
Team roles
You can pick from two roles when you send the invite:
Admin: Full management access. Can handle billing, invite staff, and assign roles to everyone except the owner. Can view all notes, except those marked private.
Therapist: Regular access. Cannot see notes or sessions of anyone else in the clinic. Admins can see all their client notes and sessions.
After your team member joins, you can switch them to one of these roles:
Flexible practitioner: Regular therapist access with privacy options. Can mark specific clients or sessions as private from admin view.
Private practitioner: Full privacy for all clients. Admins cannot see any of their notes or sessions.
Operations: Handles business tasks only. Can manage billing and invite new staff. Cannot view any client notes or sessions.
Change a therapist's plan
Go to Settings → Team.
Pick the new plan for each therapist you want to change.
Press Save.
The Confirm Changes window shows the seat breakdown, your new invoice with volume discounts applied, and the Total Due Today. Nothing is charged until you confirm.
If you're on yearly billing, adding a paid seat partway through the year charges a prorated amount for the rest of your billing year.
Each therapist sits on a seat on your clinic account. When you change a therapist's plan, here is what happens:
A new seat is created at the new plan level.
The therapist is moved onto the new seat.
The old seat stays on your account, unassigned, until the end of the billing cycle.
You can reassign the old seat to another therapist at any time before it expires.
If the old seat is still unassigned when the cycle ends, it won't renew.
This is the same process for both upgrades and downgrades.
Running more than one clinic
One login can belong to up to 2 clinics. That includes clinics you own and clinics you were invited to. Each clinic keeps its own clients, sessions, and notes, so a second clinic is also a way to keep two practices separate.
Each clinic is billed separately. Every clinic has its own subscription, plan, and billing date. Volume discounts only count the seats inside one clinic. They don't carry over to your other clinic.
To create a second clinic:
Click your clinic name at the top of the left sidebar.
Under My clinics, press Create new clinic.
Enter the clinic name and press Create Clinic.
A second clinic starts on the free Seed plan. Keep it on Seed, or upgrade it under Settings → Plan & Billing while that clinic is selected. Switch between clinics from the same menu at the top of the sidebar.
Deleting a clinic permanently deletes all the data in that clinic.
Remove a therapist
To remove a therapist from your clinic:
Go to Settings → Team
Find the therapist you want to remove and press the 3 dotted menu
Press "Remove"
You'll then choose what happens to their data:
Keep records: The therapist loses access, but their sessions, notes, charts, and chats stay visible to your team. Use this for compliance, audits, or continuity of care.
Delete records: Permanently deletes that therapist's sessions, notes, charts, and chats. This cannot be undone.
To confirm, type the therapist's email address into the box, then press the button to finish.
Switch clinic billing between monthly and yearly
Yearly billing saves you 20%, and it stacks with your volume discount. To switch:
Go to Settings → Plan & Billing → Manage Billing
Select Monthly or Yearly
Press Confirm Changes
Questions?
Email info@klarify.ca or book a call with our team.