What Are Teams?
Teams let a clinic, group practice, or organization run multiple Vero accounts under one shared billing arrangement, with centralized seat management and a consolidated billing workflow. There is no minimum number of seats required for a team plan.
Each teammate keeps their own login, notes, patients, templates, chats, and settings. Teams share billing and plan access, not clinical data by default.
Note: Team members do not automatically see each other's notes or patients.
Accepting a Team Invite
If your organization admin invites you, the invite is tied to the email address where it was sent.
New user: Create an account using the invited email address.
Existing user: Sign in with the invited email address and accept the invite.
Existing paid user: Vero shows a warning before moving your Pro access to the organization and cancelling your personal Pro subscription.
Once your admin sends the invite, you can accept it in either place: open the invitation email and follow the link, or sign in with the invited email address, go to Settings > Team, and click Accept invite.
Note: If you are signed in with a different email address, switch accounts before accepting the invitation.
Inviting Team Members
Open Settings > Team.
Click Invite user.
Enter the teammate's email address.
Click Send invite.
Your teammate receives an email invitation with a link to join. Pending invitations can be resent or revoked from the Team page.
Invitations expire after the configured invitation window. If an invite expires, resend it from the Team page.
Creating Your Team
Open Settings at the bottom of the left sidebar.
Under Account, select Team.
If you are not already part of an organization, create an organization name.
Click Create team.
If your account does not yet have the required plan access, the Team page will prompt you to start a Pro subscription first. You can choose the number of seats you need, and there is no fixed team-plan minimum.
The user who creates the team becomes the billing owner and an admin.
How Seats and Billing Work
Team admins can review seats, pending invitations, member roles, billing ownership, and usage metrics from Settings > Team. Available controls depend on the admin's role and the team's billing setup.
Your team's plan is sized by seats. Each active member and pending invitation may count toward seat usage. The Team page shows seat usage, open seats, pending invites, and member information.
Pending invites reserve seats: An invited teammate can use a seat even before they accept.
Open seats: Seats that are paid for but not currently used by an active member or pending invite.
Removing a member: Removes that person's team access while preserving their personal account.
Reducing unused seats: Stripe-billed team owners may reduce unused seats from the Team page when available.
For Stripe-billed teams, billing owners can use Manage plan from the Team page to manage billing. For manually invoiced teams, seat changes are handled by Vero support.
Note: For manually invoiced teams, you can invite users only when seats are available. Contact Vero support if you need more seats added to the invoice.
Member Roles
Role | What they can do |
Billing Owner | Manages subscription, payment method, invoices, and seats when self-serve billing is available. Cannot be removed from the team from the app. |
Admin | Can invite members, remove members, revoke invites, and manage team settings where available. |
Member | Uses Vero under the team's plan. Cannot manage team billing or seats. |
Non-admin members see that their team license is managed by the organization admin.
Team Usage Metrics
Team admins can view usage metrics from the Team page. Metrics show activity across encounters, notes, chats, patients, and templates over recent time ranges.
These metrics help admins understand seat usage and team activity. They do not give team members automatic access to each other's clinical note content or patient records.
Common Questions
Is there a minimum number of seats required for a team plan?
No. You can start with the number of seats your team needs, including small teams. Seats can be added or removed as your team changes, subject to current seat usage and billing setup.
Can team members see each other's notes or patients?
No. Teams share plan access and billing, not clinical data by default.
Can someone be on more than one team?
Each Vero account can belong to one team at a time.
Can I accept a team invite if I already pay for Pro?
Yes, but Vero shows a warning first. Accepting the invite moves your Pro access to the organization's license and cancels your personal Pro subscription.
Why can't I invite another teammate?
You may not have an available seat, or your team may be manually invoiced and require Vero support to add more seats.
Can I transfer billing ownership?
If you need to change the billing owner, contact [email protected].