Joining Your Agency (Clinician Guide)

If your employer has set up a SOAP Note Buddy Agency Plan and added you, this is what to expect from your side.

Path 1: You got an invite email

You’ll receive an email titled “You’ve been invited to [your agency] on SOAP Note Buddy” with one big button: Accept Invite.

Click Accept Invite in the email.
You’ll land on a page that says “Joining your agency…” for a moment.
Then a success page: “You’re All Set — your account is active on [agency name]‘s plan. No payment needed.”
From there, download the iPad/iPhone app, install the Chrome / Safari extension, or use the web Voice Scribe.

That’s it. One click → activated. No password to create. No code to enter at this step. The fact that you received and clicked the email link is proof of your email ownership.

The invite link is single-use — once clicked, it can’t be used again. If something goes wrong (the page errors, you accidentally close the tab), your admin can click Resend next to your row in their dashboard, and you’ll get a fresh email.

Path 2: Your work email matches your agency’s auto-join domain

If your admin has enabled domain auto-join for your work email’s domain (e.g. @yourpractice.com), you don’t need an invite — just sign up.

Go to soapnotebuddy.com/signup.
Enter your full name and work email (the one that matches your agency’s domain).
Click Continue.
You’ll land on a page titled “Welcome to [your agency]” with seat-type options (Base or Voice). No prices — your agency pays.
Pick a seat. Click Take a [Base/Voice] seat.
Success page: “You’re All Set — your account is active on [agency name]‘s plan.”
Download the app or install the extension.

You’ll need to verify your email on first sign-in to actually use the product — that’s where you’ll enter a 4-digit code sent to your email. Standard email-verification flow.

Path 3: Already had an individual account?

If you already have a SOAP Note Buddy account (e.g. you tried it on your own before your agency bought a plan), you can still join your agency.

If your admin invites you via the email you’re already using → the invite link migrates your account onto the agency’s plan. Your existing patient notes, custom templates, and history stay intact.
If your admin invites you via a different email → that creates a separate account. You’d want to ask your admin to invite the email you’re already using, or import your existing patients into the new account.

What seat type should I have?

That’s your agency admin’s call, based on what you need:

Base seat — all features except Voice Scribe. Good if you type your notes (PTAs, OTAs, SLPAs, CNAs, assistants).
Voice seat — everything including Voice Scribe (record visits, auto-transcribe to clinical notes). Good for clinicians who dictate (PTs, OTs, SLPs, RNs, NPs, MDs, SWs).

If you need a different seat type than you were given, ask your admin to change it in the Members tab of their dashboard. They can switch you between Base and Voice anytime.

After accepting the invite or claiming your auto-join seat:

Open the app or extension and sign in with your email.
We send you a 4-digit code by email — type it in.
You’re signed in. The app may ask for your clinical discipline (PT, OT, RN, etc.) if it’s not already on file — pick it from the list.
Optionally accept the per-user BAA acknowledgment modal (your agency’s org-level BAA already covers you legally; this is just an additional personal acknowledgment).
Start using the product.

What if my admin leaves the agency or removes me?

If you’re removed from the agency:

Your account stays — you can still sign in to /account.
You lose plan access; you’d see the standard paywall.
Your patient data and notes are unaffected.
You can subscribe individually anytime if you want to continue using the product.

FAQ

The invite link doesn’t work / shows an error. It may have already been used or expired. Ask your admin to click Resend next to your row in their dashboard. You’ll get a fresh email.

I get an error: “Voice seats are full.” Your agency is at capacity. If your admin has Auto-Add Seats enabled, this will resolve automatically on your next sign-in. Otherwise, ask your admin to add a seat or switch you to a different type.

Can I see my agency admin’s email? Yes — once signed in, your account view shows a small “Member of [agency name]” indicator. For billing or admin questions, contact your agency admin directly (their email is on file with us but we don’t surface it for privacy reasons).

Will my patient notes be visible to my agency admin? No. We don’t share patient data between members of an agency. Each clinician’s notes are private to them, even on the Agency Plan. Your admin sees only seat usage and member status — never patient data.

Can I keep my account if I leave the agency? Yes. The Firebase account belongs to you, not the agency. If your admin removes you, you keep your data and can subscribe individually anytime.