Understanding PracticeRunner Membership Tiers
Detailed breakdown of Starter, Professional and Group plans, plus Archive guidance for existing subscribers who need a read-only pause option.
Membership tiers at a glance
PracticeRunner plans are mostly about practice size and staffing. Starter includes the full core workflow for a small solo practice during the pilot. Professional and Group add more active-client capacity, admin and associate roles, supervision workflows, and group-practice staffing options. Use the table below for a quick comparison, then keep reading for deeper guidance on each option.
| Plan | Base price (USD) | Active-client capacity | Included clinician seats | Associate seats included | Admin access | Best for |
|---|---|---|---|---|---|---|
| Starter | $0/mo for the first year | Up to 10 active clients | 1 clinician seat | Not available | Not available | Solo clinicians running a small pilot caseload |
| Professional | $39/mo (14-day trial) | More than 10 active clients | 1 clinician seat | None; add for $11 each | Included | Solo practices that need more active clients, admins, or associates |
| Group | $59/mo | More than 10 active clients | 2 clinician seats | None; add for $11 each | Included | Multi-clinician practices that need flexible staffing |
Archive is not part of the standard lineup for new subscriptions. It is mainly for existing subscribers who need to pause, step back, or keep read-only access for a while.
Seat definition recap
- Clinician seat: Any OWNER or PROVIDER role (licensed or supervised).
- Associate seat: Any ASSOCIATE role; billed per seat on Professional and Group.
- Admin seat: Coordinator, scheduler, or billing roles. Admins never incur incremental charges and can act on behalf of providers for operational workflows when authorized.
Starter
- Free for 12 months during the pilot period.
- Up to 10 active clients, with unlimited appointments for those clients.
- Full core workflows are included: scheduling, recurring appointments, intake, Conversations, client portal access, appointment requests, invoices, superbills, manual payments, Stripe card and bank transfer payments, reminders, calendar feeds, availability settings, imports, exports, and help content.
- Starter includes one clinician seat. Admin, associate, team, and additional clinician workflows require a paid plan.
Starter is meant to let a therapist run a real small practice during the pilot, not just try a limited demo. Upgrade from Settings → Subscription when you need more active clients, associates, admins, or team features. Starter organizations automatically receive reminder prompts as they approach the first-year limit.
Professional
- $39 per month with a 14-day trial. Charges run through Stripe, and you can manage billing details from the secure billing portal.
- Includes one clinician seat (the owner). Additional clinicians are not available on this tier, so multi-clinician practices should move to Group.
- Associates are allowed, but every associate seat is now billed à la carte at $11 per associate per month. There is no longer a complimentary associate seat.
- Admin roles are included, so you can invite schedulers, billers, or clinical coordinators with no extra cost. Admins can use delegated provider access to configure provider-specific settings and complete operational work for the owner or associates without becoming a clinical provider.
- Associate supervision is designed for the solo-practice model. The owner is the default supervisor, and associate notes can be routed to the owner for review.
- Includes the same core workflows as Starter, with more room for client capacity and support roles.
Use Professional if you are a solo clinician who needs more than 10 active clients or wants the option to add associates or admin help.
Group
- $59 per month includes two clinician seats. Each additional clinician beyond the included two costs $29 per month.
- Associate seats remain $11 each, matching the Professional tier, and are billed whenever you reserve or invite an associate.
- Admins are unlimited and free, so schedulers or billing staff can log in without consuming billable seats. Authorized admins can act on behalf of providers to support scheduling, billing, reminders, portal setup, intake, and provider settings while preserving a clear audit trail.
- Includes everything in Professional plus group-practice needs such as staff permissions, case-level supervision assignments, provider-specific payouts, and practice-wide reporting.
Upgrade to Group when your organization has more than one active clinician, associates may be supervised by different clinicians depending on the case, or the practice wants more detailed role-based permissions across multiple providers.
Supervision support
Associate workflows are available on Professional and Group.
On Professional, associates are supervised by the practice owner. This keeps note review and billing document labeling straightforward for solo practices that work with associates.
On Group, supervision can be managed with more flexibility. Associates can have a default supervisor, a case can use a case-specific supervising clinician, and an appointment can use an override when a supervisor needs to step in for a session.
When associate work appears on billing documents, PracticeRunner can name the associate as the Rendering Provider and the supervising clinician as the Supervising Provider. Superbills use the supervising provider’s billing identifiers in the provider section. The practice remains the default billing entity unless the practice has enabled provider-level billing settings.
Archive
- Archive is a reduced-access option for existing subscribers who need to step back for a period of time while keeping their data available. It is only available to Professional and Group practices that are stepping back for a period of time.
- $9 per month for read-only storage. Archive keeps your records accessible for compliance or audit needs without allowing edits, new billing activity, or new clients.
- No additional seats (clinician, associate, or admin) are granted. Invite-only access is restricted to the owner so you can export or review records if needed.
- You can return to Professional or Group at any time from the subscription page; billing resumes the moment you reactivate.
Archive is best when a practice is pausing operations or intentionally scaling back for a while but still needs to keep charts and billing history available.
Seat add-on pricing summary
- Associate seats: $11/mo for every associate on Professional or Group. Associate roles are not available on Starter or Archive.
- Clinician seats:
- Professional includes 1 seat; you must upgrade to Group to add more.
- Group includes 2 seats; each additional clinician is $29/mo.
- Admins: Always included on Professional and Group. Starter and Archive do not allow additional admin logins.
Seat metering counts both active users and any outstanding invitations by role. When you invite someone whose role requires a billable seat, Stripe prorates the add-on immediately, so be sure to remove unused invites before sending new ones.
For more detail about non-clinical staff permissions and delegated provider access, see Admin Role and Acting on Behalf of Providers.
How to change your membership
- In the app, go to Settings → Subscription.
- Review your current plan, trial status, active-client capacity, and seat usage.
- Use the plan options shown on the page to upgrade or change plans. If your current plan is managed through Stripe, Manage Subscription opens the secure Stripe portal for payment details and billing history.
- For Archive transitions, contact Support if the option is not shown. These moves may need manual review to protect your data.
If you downgrade, make sure your active staff count fits the lower plan. De-activate providers or associates first to avoid billing errors or blocked changes.