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Most software pricing pages lead with a monthly number that looks manageable. What they don’t show is what that number becomes when you count every user in your operation.
Home care agencies have a user count problem. A typical agency doesn’t just have admin staff who need logins. It has caregivers who clock in and out, clients’ guardians who review and approve time cards, supervisors who manage scheduling, and administrators who run compliance reports.
In per-user pricing models, all of those people count.
The Math Nobody Talks About
An agency with 480 caregivers and 500 guardians needs roughly 1,000 logins before a single admin is counted. At $10 per user per month, that’s $10,000. At $25 per user per month, it’s $25,000. Add 20 administrative staff and the number goes up further.
This is not a hypothetical. It’s the actual cost structure that agencies using tools like Blaze or similar no-code platforms run into when they scale. The platform worked fine at 50 users. At 500, the cost structure became the problem.
What Categories of Users Get Counted
Different platforms count users differently, but most charge for anyone with a login. In a home care context, that includes:
- Caregivers who need to clock in, access their schedule, and submit visit notes
- Guardians and authorized family members who review care schedules and approve time cards
- Care coordinators who manage assignments and scheduling
- Compliance staff who track credentials and generate audit reports
- Administrative staff who run payroll and billing
- Supervisors managing teams across multiple locations
The Flat-Rate Alternative
Flat-rate pricing charges by plan, not by user. Your cost doesn’t change when you add caregivers, guardians, or staff. An agency with 1,000 logins pays the same monthly fee as an agency with 100.
Knack Health charges by plan, not by user. HIPAA plans start at $625 per month. The math at 1,000 users is straightforward: $625 versus $10,000 to $25,000 per month depending on the per-user rate.
See Knack Health HIPAA pricing →
The BAA Factor
Pricing is one dimension. HIPAA compliance is another. Many no-code platforms can’t sign a Business Associate Agreement. This matters for any agency handling PHI under HIPAA, which includes most Medicaid-funded home care providers.
Agencies frequently build their operational system on a prototyping tool, then discover when they’re serving clients with PHI that the platform won’t sign a BAA. At that point, they face a forced migration: move to a HIPAA-compliant platform or operate with compliance exposure.
The combination of per-user pricing at scale and no BAA availability is the most common reason agencies built on tools like Lovable or Blaze move to Knack Health.
| 1,000 logins. One flat-rate price.Knack Health doesn’t charge per user. Add caregivers, guardians, family members, and staff without your monthly cost changing. HIPAA plans start at $625/month with a signed BAA included. Learn more. → |
FAQs: Home Care Software Per-User Pricing
What’s the threshold where per-user pricing becomes a problem?
Most agencies start feeling the impact around 100 to 200 users. Below that, per-user rates are often manageable. Above that, especially when counting caregivers and guardians alongside staff, the monthly cost begins to affect the economics of running the system.
Does Knack Health have a user limit?
No. Knack Health’s HIPAA plans do not limit the number of users. You can add caregivers, guardians, family members, and administrators without your monthly cost changing.
See Knack Health plans and pricing. →
What’s the real cost of migrating from a per-user platform?
Migration costs include time to rebuild workflows, data migration, staff retraining, and any overlap period where you’re paying for both platforms. For most agencies, the break-even is measured in months, not years, when the monthly cost difference is $5,000 or more.
We’re currently on Lovable and need a BAA. Can we move to Knack Health?
Yes, and this is a common transition. Knack Health provides production-ready hosted applications with encrypted data, role-based access, record change logs, and a signed BAA. Most teams have a working system rebuilt within days to a few weeks. You don’t need to start from scratch — the workflows you designed in your prototype become the blueprint.
