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 top bar (desktop), next to the notifications bell, or at the top of the screen (mobile). Tap it to move between Personal and the clinics you belong to; every clinic in the list has a gear icon that opens its record without switching workspace. 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.
Settings is a single list. At the top, a card shows the workspace you are working in (name, logo and your role, the same as the switcher at the top of the app) and, if you belong to more than one workspace, a Switch button that opens the switcher without leaving Settings. Below it come that workspace's groups and, after a divider, My account (profile, plan, signatures), My practice and Preferences, which apply everywhere. In a clinic, the top part is the clinic page, with a grouped menu: Clinic (Clinic details, plus the Clinic page when there is a team), Team (People, Roles and My profile in this clinic, how the team sees you), Practice (the clinic's Consultation templates, Protocols, WhatsApp messages, Finance and Import data) and Administration (Subscription, with seats and payment, visible to the owner only, and Manage data, to move data between your personal profile and the clinic, bring the clinic's records back or delete the clinic). My clinics, under My account, lists all your clinics, pending invites and the button to create another one. Each item has its own address, so you can bookmark it. On mobile the list is the screen itself and tapping an item opens its sub-screen.
Protocols, templates, messages and finance apply to the workspace you have open. In a clinic, + New protocol and New template create items for the clinic, used by the whole team; yours sit in the folded Only mine (the team can't see) section, from where you can share them with the clinic. The clinic's protocols and templates are edited or deleted only by people who can write medical records (the owner, vets and roles with that permission); front desk and other roles without it only use them, and tapping a protocol shows them its timeline. If you open the page of a clinic that is not your current workspace, the card at the top shows that clinic with a Work in it button, and the menu shows only its details. The Search settings box (and the app's global search, from the magnifier at the top or ⌘K/Ctrl+K) looks through the whole list, including the options inside each screen (for example "invite" leads to People, "prescription suggestion" to the Suggest the prescription switch in AI automations).
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, bring them into the team from the Move data screen (see below). The clinic page's Manage data tab shows a counter while personal patients are still grouped under that clinic, and opens the screen prefilled.
Before the clinic subscription is active
A brand new clinic sits with a pending subscription: the team workspace exists but does not open yet. Inside it, the menu items show a padlock, and consultations, patients, prescriptions and chat only unlock once the subscription is active.
You are not stuck there: the amber notice on the clinic page has two buttons — Activate subscription and Back to my personal profile. Your personal profile keeps working as usual, with your own patients and consultations. You can also switch workspaces from the selector in the top bar.
If the clinic already holds records and you are not going to subscribe, the Manage data tab brings everything back to your personal space (see below).
If the clinic subscription ends: 7 read-only days
When a clinic loses access — cancellation, a payment that did not go through, or the end of a courtesy period — the team does not lose sight of its history overnight. For 7 days the workspace still opens in read-only mode: everyone can open patients, consultations, prescriptions and documents, and export whatever they need.
During that time nobody records a consultation, signs a prescription or edits a record — those buttons disappear and a yellow banner at the top shows how long the mode lasts. Only the owner sees the reactivate button, because only the owner pays.
After the 7 days the workspace is locked like any clinic without a subscription. Nothing is ever deleted: the moment the subscription is activated, the team picks up exactly where it left off.
Courtesy access with an end date
Courtesy access granted by support can carry an end date (or run indefinitely, until someone removes it). When it has one, we notify the clinic's owner by e-mail 7 days before, 2 days before (this one also as an in-app notification) and on the day it ends. The date shows in the clinic page's Subscription tab.
In the last month of the courtesy, the owner can already subscribe the clinic plan on the website, in that same Subscription tab: the subscription is set right away, but the first charge only happens on the day the courtesy ends, so the clinic does not pay for the courtesy days it still has and the team carries on without interruption.
On a personal profile, when the courtesy ends the account goes back to the free plan: nothing is deleted, your consultations, records and prescriptions stay where they are, only the monthly limit gets smaller. In a clinic, the 7 read-only days above apply.
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.
After canceling, Settings → Subscription shows the personal plan with Renewal canceled and Access until its end date, the Clinic plans section with the clinic covering you, and a note that you keep full access through it. You can reactivate the personal plan from the same screen until the end date.
Moving data between your personal profile and clinics
In Settings → Move data you move patients, and everything linked to them, from one workspace to another. It works both ways: from your personal profile into a clinic, from a clinic into your personal profile, or between two clinics.
- From and to: pick where the data leaves and where it goes. Swap flips the two.
- What to move: all patients, only those of one or more clinics (by letterhead), patients picked one by one, or no patients. Each patient takes along consultations, prescriptions, exams and the whole history, documents, guardians, reminders, applied protocols and appointments. You can also include your conversations with Mima (about these patients, all or none), consultations without a patient, guardians without pets, standalone documents, agenda items without a patient and protocol templates. If your booking page books into the origin, you can take it along: new bookings through your link land in the destination's agenda, and the link stays the same. This option comes ticked when you move all patients.
- Review: the app runs an exact simulation, changing nothing, and shows how many records of each kind will move. Only after checking do you tap Move now.
A few details the review explains when they apply:
- A guardian who also has pets staying at the origin is copied to the destination; the original stays.
- If a patient or guardian code already exists at the destination, the record gets a new code.
- A document that also mentions patients staying remains at the origin.
- Finance is not moved.
- Mima conversations stay visible only to you, in any workspace.
Who can move: any veterinarian can bring data from their own personal profile into a clinic with an active subscription. Taking data out of a clinic is only for its owner, and works even while the clinic is locked. Changed your mind? Just move it back from the same screen. After moving into a clinic, the screen offers to hide your personal profile, which can also be undone.
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, close reminders (including recording a vaccine given here or elsewhere), 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.
The app adjusts to who is using it
Menus, shortcuts and Home follow what the role allows, including the roles your clinic creates:
- Whoever records consultations (owner, vet) sees Home, Consultations, Create, Prescriptions and More on the phone, and Create starts with Record consultation, with New charge for whoever has finance access.
- Whoever does not record (front desk, administration, staff) sees Home, Agenda, Create, then Charges if they run the cash register, Finance with full access, or Patients if they don't handle money, and More. Create starts with Schedule, then New charge for whoever has finance access, New expense for whoever has full finance access, and a new guardian or patient. Prescriptions, documents and the reference guides get out of the way.
- Home shows only the counters for lists the person works in, the first steps of their own job (add a guardian, book an appointment, take a payment, instead of recording a first consultation) and questions for Mima such as "Who is booked for today?".
The role above is the access level, which is different from the job title (see below).
Clinic roles (make your own)
Besides the ready-made roles, a clinic can create roles of its own. On the clinic record, under the Roles entry in the sidebar, tap New role, name it (Manager, Resident, Front desk…) and tick what it may do: record consultations, sign prescriptions, sign documents, write medical records, manage patients and guardians, use the chat and administer the team.
Alongside owner and vet there is now an Administrator role: it administers the team (invites, role changes, the clinic's defaults and booking page) without taking a paid seat and without recording consultations. It is the role for whoever runs the clinic but does not see patients.
Three things worth knowing before you build a role:
- Recording consultations takes a paid seat. That holds for any role, including the ones you create. Ticking it shows how many seats are free.
- Signing depends on the person's CRMV. Ticking the permission is the clinic's authorization; someone without a registered CRMV still cannot sign.
- Managing the subscription belongs to the owner and is not on the list, so a clinic can never lock itself out of its own billing.
A role in use cannot be deleted: move people to another role first. The system roles (Owner, Vet, Administrator, Team) cannot be edited or deleted.
Below the roles sits Veterinarians see their own performance: when on, whoever records consultations gets My performance on Home and in Reports, with only their own numbers and no financial values (see Reports).
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.
Invited, and just created an account
Clicking the invite link is not required. Anyone who creates an account with the same email as the invite joins the clinic as soon as that email is confirmed: signing up with Google or Apple it happens right away (the provider already confirmed the address); signing up with email and password, it happens when you tap Confirm email in the message you received. That step is what proves the address is yours — without it, nobody joins a clinic just by typing an address into the signup form.
If there is nothing in the personal profile, the account starts inside the clinic workspace, with the personal profile hidden from the switcher (you can show it again in Settings → Clinics → Personal profile).
Until the email is confirmed, the app shows Confirm your email to join the team, with I've confirmed it and Resend the email. An invited person skips the signup questions and the plan choice: the plan belongs to the clinic.
What the invite shows
Opening the link, the invite screen shows the clinic, who invited you and the role by the name the clinic gave it (for example, Receptionist). Below it, You will be able to lists what the role allows: record consultations, issue prescriptions, register patients and use the calendar, take payments, see finance, manage the team or ask Mima for help.
First days on the team
For the first 30 days, the Home of someone who joined a clinic shows a Welcome to the clinic card with steps for their job. Vet: add the CRMV, record the first consultation and set up a signature. Front desk: register a guardian, book an appointment, take a payment and set up the signature that goes on receipts. The card counts what you did, not what the clinic already had, and leaves once everything is done or when you tap the X.
Invited by more than one clinic
Then the app does not choose for you: right after signup you get the Pending invites screen, listing the clinics that invited your address. Joining one does not discard the others — you can join them all and switch spaces from the picker at the bottom left (on mobile, at the top of the screen).
Tapped Not now? The invites stay in Settings → Clinics, under Pending invites, until they expire.
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. In the app (iOS and Android), the Subscription tab offers an Email me the activation link button: you receive the subscription link in your inbox and finish in a desktop browser.
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.
WhatsApp messages in a clinic
The clinic has 10 automatic WhatsApp messages a month to try it out. For everyday use, whoever manages the subscription buys packs of 300 messages a month on the clinic's Subscription tab: packs belong to the clinic (not to each vet) and the messages are shared by the whole team. The more packs, the lower the price of each one. You can change the quantity or cancel at any time; when you cancel, the messages already paid for last until the end of the period. On a yearly clinic plan, packs are yearly too. Packs are bought on the website, like the clinic subscription.
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.
Templates shared with the team
Consultation, prescription and document templates start out personal, but they can become the clinic's: each one offers a Share with the clinic action. After that the template shows up for the whole team, with a clinic badge and the author's name — this is how a clinic standardizes its medical records, its post-op instructions and the forms it hands to guardians.
Whoever manages the team can also mark a shared consultation template as the clinic default: it comes pre-selected for anyone who hasn't pinned a default of their own (a personal pin always wins).
The owner and the vets edit and delete the clinic's templates; reception and front-desk staff use them without changing them. Make it personal undoes the sharing and hands the template back to its author (only the author or the owner can). Shared document templates leave their folders behind, because folders are personal.
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)". On a patient it also lists the changes to alerts, allergies, conditions, medication and procedures (added, AI suggestion confirmed, corrected, closed, entered in error, reactivated) and who made each one.
Bringing the records into your personal workspace
If you own the clinic and want to wind it down, the clinical records are not trapped: on the Manage data tab of the clinic page, Bring to my workspace moves every patient, guardian, consultation, history entry and document from the clinic into your personal profile. It works even with the clinic subscription canceled — keeping clinical records is your legal duty and must never sit behind billing.
The action asks for the exact clinic name typed out, because it cannot be undone: afterwards the team workspace is empty and other members lose access to that data.
Deleting the clinic (with safeguards)
Deletion lives on the Manage data tab of the clinic page. Deleting the team is a serious action, so it has three safeguards: only the owner can do it (with the subscription already canceled), 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).
If the team still holds clinical records, you choose what happens to them: bring them into your personal workspace (above) or delete them along with the team. In that second case the button becomes Delete team and records and the confirmation shows how many patients, consultations and documents will be erased — there is no recovering them afterwards. Digitally signed prescriptions and documents are never erased: if any exist in the workspace, the only way out is bringing the records into your personal profile.
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.