How to set up your organisation

VetNotes sets up your organisation for you. After that, anyone in your organisation can add clinics and choose how long each clinic keeps its data.

Get your organisation set up

Email support@vetnotes.com with:

• Your group’s name, for example “Greenfield Vet Group”.
• The clinics to include, if they already use VetNotes.
• Who should manage the organisation, for example your practice manager.

We’ll set it up and add those people. They’ll then see Administrator dashboard in Settings. To add or remove someone from your organisation later, email us again.

Where to change it

In VetNotes, go to Settings → Administrator dashboard, then click a clinic.

What you can change

Setting	What it does	Who can change it	Applies to
Create Clinic	Adds a new, empty clinic to your organisation.	Anyone in your organisation	Your organisation
Clinic name	Change it with the pencil next to the name.	Anyone in your organisation	That clinic
Audio Retention	How long recordings are kept.	Anyone in your organisation	Everyone in that clinic
Transcript Retention	How long transcripts are kept.	Anyone in your organisation	Everyone in that clinic
Note Retention	How long notes are kept.	Anyone in your organisation	Everyone in that clinic

Choose how long a clinic keeps its data

1. Go to Settings → Administrator dashboard.
2. Click the clinic, for example Greenfield Vet Clinic.
3. Under Settings, choose Audio Retention, Transcript Retention and Note Retention. You can pick 2, 7, 30, 90, 180 or 365 days, or Keep forever.

Each choice saves straight away. It applies to recordings made from then on.

Caution

Automatic deletion is permanent. Deleted audio, transcripts and notes can’t be recovered.

Once a clinic is in an organisation, its staff can’t change their own retention in Settings → Security. Your choice applies to everyone in the clinic when you make it. After you add new staff, choose it again so it applies to them too.

Add a new clinic

1. Go to Settings → Administrator dashboard.
2. Click Create Clinic.
3. Enter the Clinic Name, for example “Riverside Vet Clinic”, and click Create.
4. Open the new clinic and invite its staff with Add User.

Then choose its retention settings, as above.