The Support Team is often asked the question:
“What is the difference between Users and Licences when it comes to accessing MidexPRO?”
They also regularly receive urgent emails and calls from users who are unable to log in, and in many cases the issue is directly linked to misunderstanding this difference — or to Users not logging out correctly.
The information below explains the difference between Users and Licences and offers practical tips to avoid access issues, reduce frustration, and prevent unnecessary costs — while also helping you remain compliant with GDPR and MidexPRO’s Terms of Use.
Users and Licences: Understanding the Difference
A User is anyone who needs to access your data for legitimate work-related reasons, such as sending letters to patients, managing appointments, or invoicing.
Users are completely free to add to any MidexPRO system, and you can create as many Users as you require.
Importantly, each individual using MidexPRO must have their own unique User login. MidexPRO’s Terms of Use require that logins are not shared. Sharing passwords increases the risk of unauthorised access, compromises audit accuracy, and can lead to potential GDPR breaches.
What Is a Licence?
Licences are chargeable and relate to how many people can access MidexPRO at the same time.
For example:
- If you have 1 Licence, only 1 User can be logged in and viewing data at any one time.
- If you have 2 Licences, then 2 Users can access the system concurrently.
If you have 1 Licence and 2 Users, this does not mean both Users can log in at the same time. A second Licence would be required for concurrent access.
Many MidexPRO accounts operate successfully with one or two Licences but multiple Users. This works well where staff work part-time, across different shifts, or access the system at different times of the day or evening.
However, if you have multiple practices, multiple secretaries, or staff working across several sites at the same time, you may require additional Licences to avoid access restrictions and reduced productivity.
Extra Licences incur an upfront cost and a monthly fee per Licence, added to your Direct Debit. Our Support Team is always happy to discuss your usage and help assess whether additional Licences are genuinely required. Please contact Support on 0330 999 3399 for advice.
Logging Out Correctly: A Key Step in Reducing Costs and Risk
Wherever possible, we aim not to sell additional Licences unless they are genuinely needed.
Why? Because one of the most common reasons Users cannot log in is not due to a lack of Licences — but because another User has not logged out correctly and is still holding onto that Licence.
This can also raise security concerns, particularly if a session remains active on an unattended or shared device.
Best Practice: Always Log Out Properly
All Users should be reminded to exit MidexPRO using the ‘Log Out’ button, which can be found at both the top and bottom of the navigation bar on the MidexPRO Dashboard.
This ensures that:
- The Licence is released for others to use
- No session remains open unintentionally
- The risk of unauthorised access is reduced
- Audit trails remain accurate and reliable
Simply closing the browser window or shutting down a device does not release the Licence and may leave a session active.
Correctly logging out helps avoid frustration for colleagues, reduces the likelihood of needing extra Licences, and supports good data protection practices.
A Reminder on Password Sharing and GDPR
Passwords must never be shared between users. Each person accessing MidexPRO — including temporary or additional staff — must have their own login credentials.
Shared logins:
- Increase the risk of GDPR breaches
- Make it impossible to accurately track who accessed data
- Breach MidexPRO’s Terms of Use
- Undermine accountability during audits or investigations
Creating individual User accounts is free, simple, and protects both your organisation and your patients’ data.
Need Help?
If you are unable to log in or believe a Licence may still be in use, our Support Team can quickly help identify the issue and provide guidance.
📞 0330 999 3399
📧 support@midexpro.com
MidexPRO is listed among the Top 10 Practice Management Software providers in the UK, supporting clinicians and secretaries in running busy practices.
Features include Diary management, SMS, Healthcode integration for eBilling, Dictation services, Pathology ordering, Xero integration, CloudRx and more.
For more information, visit MidexPRO.com or call 0330 999 3399