With a clinic on AllEars.Vet the whole team works in the same workspace: patients, owners, consultations and history are shared. Each person also keeps their own personal profile, separate from the clinic.
Switching between your personal profile and the clinic
Anyone who belongs to a clinic sees the workspace switcher — in the sidebar (desktop) or at the top of the screen (mobile). Tap it to move between Personal and the clinics you belong to. The recording screen always shows which workspace the consultation will be saved to.
Everything created inside the clinic belongs to the clinic and is visible to the whole team. Everything created in your personal profile stays yours.
Clinic and letterhead are one record
Every clinic on AllEars.Vet is, first of all, the letterhead — the name, address and logo printed on prescriptions and documents. That stays free and works as it always did. What's new: any clinic can also activate a team, turning it into a shared workspace with its own plan.
In Settings → Clinics you see your clinics. Tapping one opens the clinic page, organized in tabs: Clinic details (logo, name, address and units), Team (members and invites), My profile (how you appear in this clinic) and Subscription (seats and payment — visible to the owner only).
Creating a clinic and activating the team
- Go to Settings → Clinics and tap Add clinic — just the name for now (free). Address, phone, CNPJ and logo are filled in on the clinic page, in the Clinic details tab: the address has its own fields (postal code, street, number, district, city and state — in Brazil, typing the CEP autofills the rest) and the CNPJ is optional, validated when provided. Everything can be completed later; nothing is required to get started.
- On the clinic page, in the Team tab, tap Activate team — you become the owner.
- In the Subscription tab, choose the veterinarian seats and activate the subscription to unlock the team workspace.
If the clinic already had patients in your personal profile, the clinic page offers Bring patients: it moves that clinic's patients — with consultations, history and documents — into the shared workspace. You can tick "Include patients with no linked clinic" to also bring the personal patients not grouped under any letterhead, for a complete migration. One-time action, cannot be undone; owners with patients across clinics are copied, never lost.
I already have the personal plan. Does subscribing to the clinic charge both?
Yes — the clinic subscription is a separate plan, billed independently of your personal plan. When you activate the team, both subscriptions stay active at the same time. That's why the activation screen shows a notice making it clear this is an additional plan.
This is on purpose: not every owner wants to give up their personal space. But if you plan to work only inside the clinic from now on, you don't have to keep both — you can cancel the personal plan afterwards.
Migrating from a personal plan to the clinic
If you already subscribe to the personal Pro plan and activate a clinic, your veterinarian seat becomes covered by the team subscription. The clinic page shows a notice with a Cancel personal plan button: the plan stays active until the end of the paid period and won't renew — no further charges and nothing lost (the personal space remains, on the free plan). Plans subscribed through the App Store or Google Play are canceled in their store (App Store or Google Play), not from the app button.
The personal profile is optional
Someone who joins a clinic by invite, with nothing in their personal profile, won't see the "Personal" space in the switcher — the account works clinic-only. To get a space of your own (or hide one you don't use), go to Settings → Clinics → Personal profile and tap Show or Hide. Hiding is visual only: the personal profile's data is kept and comes back whenever you want.
Branches (units)
A clinic with a team can have more than one address. In the clinic page's Clinic details tab (renamed Units once there is more than one), the owner taps + Add unit to create a branch letterhead — its own name, address and logo. The team, plan and patients are shared across all units; only the printed letterhead changes. When issuing a prescription or document, the veterinarian picks the unit in the clinic field.
Branches with separate owners or finances should be separate clinics — you can belong to as many as you need.
Each person can also mark a unit as their default letterhead (the Set as default button on the unit card): it comes pre-selected on their next prescriptions and documents. Any team member can do this — not just the owner.
Team roles
- Owner — the veterinarian who manages the clinic: invites and removes people, sets roles and handles the subscription.
- Veterinarian — records consultations, writes clinical records and signs prescriptions. Each veterinarian takes a paid seat.
- Staff — reception, secretary, finance and management: they register patients and owners, browse the history, use the Mima chat and collect the owner's signature on documents. Staff members are free and don't record consultations or create, edit or sign prescriptions and documents — for them, those buttons simply don't appear in the app, and the mobile bottom menu shows a Patients tab in place of Record.
The role above is the access level, which is different from the job title (see below).
Your profile in each clinic (photo, job title and phone)
In your profile you set your photo, a phone and a job title (for example, Veterinarian, Manager or Receptionist). These follow you into every clinic as the default, but each clinic can carry its own values — handy when you hold different roles in different places, want to use a phone in one clinic only, or want a photo wearing that clinic's uniform.
In the clinic page's My profile tab, the "My profile in this clinic" card shows how teammates in that clinic see you and gathers the customizations, with a clear split of who owns each field:
- Photo — controlled by each member for themselves, on the card: Use a different photo in this clinic changes it only there (your personal profile photo still applies everywhere else); Back to default photo undoes it.
- Phone — also controlled by each member, on the card. Enter a different phone for that clinic, hide yours, or tap Use default to go back to your profile phone.
- Job title — set by the clinic owner for any member (it's that person's function in this clinic), via the edit profile button on the member's row in the team list. On the card, the job title is read-only.
Leaving a field blank makes the clinic fall back to the personal-profile value — and whenever something is customized, your profile shows a "Customized in {clinic}" badge on the matching field, linking straight to the clinic page. Wherever a person's name shows up inside the clinic — for instance the "created by" attribution on the consultations, patients, prescriptions and documents lists — hovering (or tapping, on mobile) the name reveals a card with photo, name, job title, phone, email, CRMV and access role, already respecting anything customized or hidden.
Inviting the team
In the clinic page's Team tab the owner invites by email, choosing the role. The invite can include the job title the person joins with (e.g. Reception, Finance). It arrives by email with a link and is valid for 14 days — you must sign in (or create an account) with the invited email to accept. Veterinarian invites require a free seat; staff join without limits.
Subscription and limits
Pricing is per veterinarian, with discounts as the team grows — staff don't count. You can also subscribe with a single veterinarian, ideal for bringing reception and the rest of the team in without paying for a second seat. The subscription is managed on the website (in a browser) and can be paid with card, Apple Pay or Google Pay.
The clinic has a shared monthly pool of 200 consultations per veterinarian (for example, 3 veterinarians = 600 consultations/month for the whole team). When the pool runs out, new recordings are blocked until the month turns — or the owner can add another seat.
How long consultation audio is kept
In clinics, the consultation audio is kept for 24 months and then removed automatically. This applies only to the audio file — the transcription, prontuário and the whole clinical history are kept as usual; only the playable recording goes away. Personal-account recordings are never auto-removed.
Prescriptions in the clinic
Digital signing remains personal: each veterinarian signs with their own CRMV and certificate. The clinic provides the letterhead (name, address and logo) used on documents.
Who created it and change history
Inside a clinic, the lists of consultations, patients, guardians, prescriptions and documents — and the patient history too (every note, weight, vaccine, exam, consultation or document on the timeline) — show who created each record (name and avatar). On detail screens, next to the creation and edit dates, the History link opens the record's change history: who edited what and when — including changes made by Mima, labeled "Mima (AI)".
Deleting the clinic (with safeguards)
Deleting the team is a serious action, so it has three safeguards: only the owner can do it (with the subscription already canceled and no clinical records left in the workspace), the confirmation requires typing the exact clinic name, and the deletion only happens 48 hours later. During those 48 hours the clinic page shows a notice with a Cancel deletion button — one click and everything goes back to normal. Leaving the clinic also asks for the typed name, but takes effect immediately (you can come back via a new invite).
Transferring clinic ownership
The owner can hand the clinic to someone else on the team. In the Team tab, next to a veterinarian, use Transfer ownership: that person becomes the new owner (managing the team and the subscription) and you stay on as a veterinarian. You can only transfer to someone who is already a veterinarian — promote them first if needed.
Billing has one rule: a card subscription is tied to the current owner's card and can't be moved to someone else's card automatically. So if the clinic has an active subscription, end it before transferring; then the new owner activates billing on their own card. Courtesy-plan clinics transfer directly.
Leaving or removing someone
The owner removes members in the clinic page's Team tab; non-owners find Leave clinic in the same tab and can leave at any time. On leaving or removal the person loses access immediately, but everything they created stays with the clinic. Their personal profile is not affected.
If a member deletes their own account, the records they created also stay with the clinic — authorship then shows as "Removed user". An owner must delete (or transfer) the team before they can delete their own account.