Admin Training: How to Configure Trial Accounts & Billing

Settings on the Add Account and Edit Account pages allow you to configure billing for a user account.

Enabled

The Enabled toggle on the Accounts page is ON by default but should be disabled if you do not want the user to be able to log in to this account yet. An account that is NOT enabled does not have an active billing subscription and cannot log in to and use a dictation client or the administrator console. When an account is first enabled, a subscription is created in the billing system for that user in accordance with the account Plan. 

•  A Trial period BEGINS when the account is FIRST ENABLED. The Trial period ENDS on the date selected on the Trial Expires menu.

Enabled Through

Use the Enabled Through date to set an expiration date for an account. The account will automatically become disabled on the date selected.

• Click into the field or click the calendar icon to select a date.
• The account will become disabled on the date selected (at the end of the day).
• Use this field to automatically disable accounts on the same date as the Trial Expires date if you do not want the account to become billable on the following day.

Plan

This setting is MANDATORY if the account has Client Access, and must be selected even if the account is non-billable. It can be changed at any time.

The available subscription Plans that you see may be different than what is listed below, as this is a tenant-level configuration. If your tenant only has one Plan available it will be selected automatically.

Shortcuts and Dictation (Monthly)

This is a monthly subscription Plan that allows the account to use both dictation and shortcuts, and is billed on the 1st of each month for the current month. For example, on August 1st, the account is invoiced for August. Billable accounts enabled after the 1st of the month will be billed on the 1st of the following month, and the invoice will include the previous month as well.  

Shortcuts Usage (Monthly)

This is a monthly usage-based subscription Plan that allows the account to use only shortcuts, and is billed based on usage for the previous month. For example, on August 1st, the account is invoiced for July usage.  

Lines of Dictation (Monthly)

This is a monthly usage-based subscription Plan that allows the account to use both dictation and shortcuts, and is billed based on lines of dictation for the previous month. A "line" of dictation is 65 characters. Invoices are sent on the 1st of the month for usage in the previous month. For example, on August 1st, the account is invoiced for July usage. 

Shortcuts and Dictation (Enterprise)

This is a pre-paid subscription Plan that allows the account to use both dictation and shortcuts.  

Trial Expires

The Trial Expires setting allows you to configure a free trial period for billable accounts.
For new accounts, Trial Expires is a drop-down menu from which you can select from three options:

1. No Trial
2. The date that is the last day of the current month (This is the default setting)
3. The date that is the last day of the following month

• If No Trial is selected, the account is automatically billable from the beginning of the current month in accordance with the account Plan IF the account is enabled.
• If a date selected, that is the date that a trial period will end. 
• A trial START date is the first date that accounts are enabled.
• A trial END date is the date selected on this menu.

You can change this setting after the accounts have been saved, but you must do so by the LAST DAY of the FIRST MONTH of a TRIAL. On the 1st day of the following month, this property will be disabled (grayed-out) though it will still be visible.

Billing will begin for the accounts on the 1st of the month following a date selected on this menu. If No Trial is selected, the account is immediately billable (if it is enabled).

The Trial Expires setting can be disabled for an entire tenant at the system level. 

Non-Billable

Tenant-level and system-level customer administrators can create free, non-billable accounts with Client Access for demo or support purposes by checking this box.
The Non-Billable setting should NEVER be used to configure a "trial" for accounts that are or will be billable.
The Non-billable checkbox is active for system-level and tenant-level administrators only. It is visible to other administrators, but is grayed-out and cannot be selected.

Admin-only accounts that do NOT have Client Access are automatically non-billable. When you create an account that does not have the Client Access box checked, this box is automatically checked after you save the account.

If you create a non-billable account, please be sure to add one of the following extensions on to the username so that we at nVoq can see why the account is non-billable:

• .admin – For a non-billable user who will be using this account to administer voice client users (for example: [email protected].admin).
• .demo – For a non-billable user who will be using this account to demo purposes (for example: [email protected].demo).
• .supp – For a non-billable user who needs an account for support  purposes (for example: [email protected].supp).