What are teams?
Teams let a clinic or organization manage multiple Vero accounts under one billing arrangement. Each person keeps their own login and workspace. Joining a team does not automatically share clinical notes or patient records.
Set up and manage a team
Creating your team
Open Settings → Team.
If you do not already belong to a team, choose Set up a team when shown.
Enter the organization name and indicate whether you need a paid seat for yourself.
Select Create team.
Follow the plan setup prompts if the team needs subscription access.
You can create a team before subscribing. Creating the team and purchasing access are separate steps. The creator becomes an admin and billing owner.
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.
Join a team
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.
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.
Frequently asked questions
Is there a minimum team size?
There is no fixed minimum number of seats. Choose the seats your team needs; changes depend on current seat usage and billing setup.
Can I belong to more than one team?
Each Vero account can belong to one team at a time.
Why can’t I invite another teammate?
An invitation may need an available seat. Manually invoiced teams should contact Vero Support if additional seats are needed.
How do I change an organization account’s email?
Organization members and billing owners need Support to change their email, including admins without a paid seat and teams that have not subscribed. See Changing Your Email Address; changing or cancelling a plan does not remove the organization restriction.
Can I transfer billing ownership?
Contact [email protected] to request a billing-owner change.