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OutSmart Guide

Office Pool

An Office Pool is a single AI subscription, bought by an office owner, that every practitioner at that owner’s offices can use. Instead of each practitioner subscribing to their own AI Plan, the owner buys one pool subscription and everyone draws from the same bucket.

It’s the right choice for clinics where several practitioners want AI features and the owner would rather manage one bill than several.

How an Office Pool works

The pool is one shared credit balance. Every AI action by any practitioner in the owner’s offices deducts from the same balance. Each month the pool refills to its plan allotment plus the same accuracy bonus that personal AI Plans get.

The pool sits alongside personal credits, not instead of them. A practitioner in the office can still have their own AI Plan, their own starter credits, and their own top-ups. When they click an AI button, OutSmart uses the right bucket automatically.

Pool options

OutSmart offers two pool sizes, named for what they give the office each month:

Pool planBest for
500 AI Office Pool CreditsA small clinic with two or three practitioners using AI regularly.
1,000 AI Office Pool CreditsA larger clinic, or a clinic where AI is part of every routine workflow.

Current monthly prices are on the AI Plans tab of the Subscriptions page.

Who can subscribe to a pool, and who can draw from it

  • Who buys it. The office owner subscribes to the pool from the Subscriptions page → AI Plans tab. The pool is registered against the owner, not the office. It’s owned by the person, not the location.
  • Who can draw from it. Any practitioner at any office that the same owner runs can draw from that owner’s pool. If a clinic owner has two physical offices and they’re both registered under the same owner, the pool covers practitioners at either location.
  • One pool per owner. An owner has one pool. They can’t buy two pools to stack them. If more credits are needed, the path is to upgrade to the larger pool plan or have individual practitioners add their own AI Plans on top.

How the pool is used alongside personal credits

When a practitioner with both personal credits and pool access clicks an AI button, the order of deduction is:

  1. Their personal credits (starter pool or AI Plan credits)
  2. Their share of the Office Pool
  3. Their top-up balance (if they bought one separately)

This means a practitioner who has their own plan uses up their own monthly bucket first before drawing from the office’s pool. The pool is the safety net for everyone who doesn’t have their own plan and the supplement for those who do.

What every practitioner sees

The credit counter on every AI button shows the total available credits for that practitioner: their personal credits plus their pool share plus any top-ups. The breakdown isn’t shown row-by-row on the button itself, but you can see it on the AI Plans tab of the Subscriptions page.

A practitioner whose office has a pool can use AI features without ever buying anything personally. The pool covers them. When the pool runs low, the practitioner sees the standard You’re out of AI credits panel with options to subscribe to a personal plan or buy a top-up, exactly the same as a practitioner without a pool.

Adding and removing practitioners from the pool

The pool covers every practitioner at the owner’s offices automatically. There’s no per-practitioner toggle. When a new practitioner joins the office, they get access to the pool on their first AI click. When a practitioner leaves the office, they no longer draw from the pool.

The owner doesn’t manage the pool member list. Office membership controls it.

What happens to pool credits at renewal and cancellation

  • At monthly renewal. The pool’s bucket refills to its plan allotment plus the accuracy bonus. Anything left from the previous month is not carried over.
  • If the owner cancels the pool. The pool credits are cleared at the end of the current billing period. Practitioners who were drawing from the pool fall back to whatever they have personally (starter credits, an AI Plan, top-ups). Top-ups individual practitioners bought are not affected. Those are personal, not pool, credits.
  • If renewal payment fails. The pool keeps working for a short grace period while OutSmart retries the charge. If the retry doesn’t succeed, practitioners drawing from the pool see the You’re out of AI credits panel on their next click.

Office Pool vs individual AI Plans: which to choose

SituationBetter fit
Two or more practitioners at the same office, all using AI regularlyOffice Pool. One bill, shared bucket.
One practitioner using AI; others not interestedAn individual AI Plan on that practitioner.
Practitioners with very different usage levels (one heavy, one light)Individual AI Plans, sized to each practitioner’s usage.
A practitioner who works at multiple unrelated clinicsAn individual AI Plan. The plan follows the practitioner; an office pool only covers the owner’s offices.
Office owner who wants predictable monthly AI cost regardless of practitioner turnoverOffice Pool. One subscription, doesn’t change when practitioners come and go.

A practitioner can be on both: their own AI Plan, plus their office’s pool. Personal credits get used first, then pool. So if one practitioner uses heavily and the others use occasionally, mixing an individual plan for the heavy user with a pool for the rest can work well.

Subscribing to a pool

  1. Open the Subscriptions page from the office owner’s account menu.
  2. Click the AI Plans tab.
  3. Pick the pool size (500 or 1,000 AI Office Pool Credits) and complete the subscription.

The pool is active immediately. Every practitioner at the owner’s offices gets pool access on their next AI click.

Only the office owner can subscribe to a pool. An invited practitioner can subscribe to a personal AI Plan from the same page, but the pool is reserved for the owner.

Troubleshooting

A practitioner can’t draw from the pool

Check that the practitioner’s account is properly linked to one of the owner’s offices. Office membership is what grants pool access. A practitioner who only sees a different owner’s office in their account won’t draw from this owner’s pool.

If the practitioner’s office membership looks correct and they still aren’t drawing from the pool, contact us at contact.outsmartemr.com.

The pool ran out mid-month and several practitioners can’t use AI

You have three options:

  • Upgrade the pool to the larger size from the AI Plans tab. The new size’s allotment kicks in for the rest of the current period (prorated).
  • The owner buys a top-up for the pool. See Top-Up Credits. Top-ups stay until used.
  • Each practitioner subscribes to a personal AI Plan so they have their own monthly bucket separate from the pool.

I want the pool to renew at a different date

The renewal date is set when you subscribe. To change it, cancel the pool and re-subscribe on the date you want. Be aware that cancelling clears the current pool balance at the end of the period, so timing the cancel close to the next renewal date minimises lost credits.