Managing Team Setup and Subscriptions for Team Member

As a clinic manager or other leader, you can bring everyone's CoVet accounts together on a team. This has many benefits, including centralized billing.

In this article

• Benefits of creating a team for your clinic or department

• Overview of best practices for team set-up

  • Deciding who should own/create your team

  • Deciding who should be on the team

• How billing and billing cycles work at the team level

  • Monthly and Annual Billing Cycles

  • Adding a team member part way through your billing cycle.

• How to add a team member

  • Step #1 - Browse to the Team page for the team you just created

  • Step #2 - Click the button to add a new member

  • Step #3 - Complete your selections for who to add and for what type of account those users will have

• Invite the person/people you want using one of two methods

• Decide how the billing for this account should be handled

Benefits of creating a team for your clinic or department

Creating a team in CoVet offers several advantages, as it effectively connects the individual accounts of everyone in your clinic or department.

Creating a team allows you to:

• Collaborate on cases
• Fully leverage free Support accounts for team members like veterinary technicians, nurses, assistants and customer service representatives.
• Share contents like Templates and Snippets easily to the entire team.
• Centralize billing for the entire team to a single account and payment method.

Overview of best practices for team set-up

We'll cover how to complete this process step-by-step below, but first it's worth putting some thought into how you're going to organize your team. There are really two things to consider - who is going to own/create the team, and who should be on the team.

Deciding who should own/create your team

Before starting the team building process, you'll need to decide on person to be the team "owner". This person will create the team from within their CoVet account, and will then invite other team members to join it.

The team owner is typically a clinic manager, a lead veterinarian or a practice owner since one of the major benefits is administering payment details for all accounts. The choice is ultimately up to you since any account can create a team, but be mindful this person will be required to handle sensitive payment information.

The next thing you'll need to decide is whether or not the team owner will need to run their own cases in CoVet (e.g. they are a veterinarian) or whether they want to own and administer the team, but do not need to run their own cases (e.g. a clinic manager).

If the team owner needs to run their own cases in CoVet (i.e. they are a veterinarian) they should have an account that is either currently on a free trial, or is a paid Unlimited or Essentials account.

If the team owner does not need to run their own cases in CoVet (i.e. they are a clinic manager) they should convert their account to a free support account before starting the team building process.

Deciding who should be on the team

For the vast majority of practices we recommend creating a single team and adding everyone in the clinic to that team. This allows for maximum flexibility.

If you work at a very large clinic, a referral center or an academic institution you may want to consider creating multiple teams, one for each department.

How billing and billing cycles work at the team level

Monthly and Annual Billing Cycles

Every team member will be automatically aligned to the same billing cycle, whether monthly or annual, ensuring a unified billing date.

On each billing date, a single charge and invoice will be issued to your account, covering the payment for all team members whose billing you oversee.

Adding a team member part way through your billing cycle.

If a user joins in the middle of a billing cycle, they will be billed on a pro-rata basis for the remaining period of that cycle. As a result, a separate charge and invoice will be issued for this user during the pro-rated cycle.

Following this initial pro-rated period, the new user will be included in the regular team billing on the subsequent billing date.

How to add a team member

Once your team has been created, just follow the steps below to add members to your team:

Step #1 - Browse to the Team page for the team you just created

You will find the team page under My Account > Teams. Make sure you are looking at the "My Teams" tab on the right hand side of the page, which may differ slightly from the "Joined Teams" tab on the left hand side of the page. Once you are there, click on the name of the team to enter the page for that team.

 Step #2 - Click the button to add a new member

Once you're on the team page, click the "+ New Member" button near the top left.

Step #3 - Complete your selections for who to add and for what type of account those users will have

After clicking "+ New Member" you will see a pop-up that looks like this:

You'll have to make several key choices on this screen, and we'll outline them one-by-one here.

Invite the person/people you want using one of two methods

The easiest way to invite people is via their email address, and by default this choice will be visible near the top of the screen.

If you are inviting one user at a time, simply type their email address into the field at the top of the screen and move onto the next step.

If you would like to add multiple users at the same time, click the add button to reveal another text field where you can enter another email address. You can add as many users as once by continuing to click the "+" button, adding one email address per field.

Decide how the billing for this account should be handled

Within the Teams area of CoVet, you have the ability to invite users, pay for subscriptions, or cancel subscriptions.

If you are adding a user who already has a CoVet account:

• If you want them to join your team but have them continue to pay on their own, you can do so and will see this screen where "Pay for this user" is greyed out and you are unable to make changes:

If you want to take over billing from them:

• Have them cancel their account, then re-subscribe them via your team. 
  

If you want to invite them to the team and pay for their account:

• If they are on a free trial, you can manage their subscription by clicking "Pay for this user". You can make the choice to "Pay now" or "Pay after free trial":

• If they are not on a free trial, you will just have the option to pay now.

If you no longer want to pay for an active subscription:

• You can select "Cancel this user's subscription". If they are on a free trial, they will maintain access to all CoVet functions until their free trial ends. If they are on a paid subscription, they will lose access to CoVet functions immediately:

 For more information on Subscription Types and Billing, review this article.