Setting Up Your Agency

This guide walks an agency owner / admin through the full setup, from “I want to buy a plan” to “my team is using SOAP Note Buddy.”

Step 1 — Build your plan

Go to soapnotebuddy.com/agency-plan.

Use the steppers to pick how many seats of each type:

• Base — all features except Voice Scribe. Good for assistants who type notes (PTAs, OTAs, SLPAs, CNAs).
• Voice — everything plus Voice Scribe (record visits, auto-transcribe). Good for licensed clinicians who dictate (PTs, OTs, SLPs, RNs, NPs, MDs, SWs).

You can mix-and-match. For example, a home health agency with 8 PTs + 4 PTAs would buy 8 Voice seats + 4 Base seats. The page shows your total live.

Toggle monthly or annual. Annual saves an additional 10% on top of any volume discount.

Step 2 — Checkout

Click Continue to Checkout. You’ll be sent to Stripe Checkout. You’ll fill in:

• Your email (becomes the admin’s login email)
• Your card
• Agency name (required) — what your agency is called. Used as the org name in the dashboard. You can edit it later.

Complete the payment. Stripe redirects you to a setup page on our site.

Step 3 — Land on the admin dashboard

The setup page shows your order summary, then auto-signs you in and redirects you to your admin dashboard at /admin/agency. You’re now the agency admin.

You’ll see a yellow banner at the top: “Sign your agency’s BAA to activate.” Until you sign the BAA, the agency is set up but most admin features are locked.

Step 4 — Sign the Business Associate Agreement (BAA)

This is the first thing you must do. Click BAA & Compliance in the tabs (or click the Sign BAA Now button in the banner).

• Read the full text. It’s the same Business Associate Agreement we use across the product (v2.0). It covers every clinician on your Agency Plan — they don’t need to sign their own.
• Type your full legal name in the Your full legal name field.
• Sign in the box with your mouse, trackpad, or finger.
• Click Sign BAA.

The yellow banner disappears, the rest of the dashboard unlocks, and you can download the signed PDF anytime from the same tab.

More on the BAA →

Step 5 — Invite your team

Click the Members tab and either:

• Single invite: Type a clinician’s name (optional), email, seat type, and role. Send the invite. They get an email with a one-click link to accept.
• Bulk invite: Paste a list of emails (or email, name per line). Pick one seat type for the whole batch. Up to 200 at a time.

Alternatively, set up domain auto-join in Settings — anyone signing up with an email at your domain joins automatically.

More on inviting →

Step 6 — Hand off to your clinicians

Each invited clinician gets an email with a link to /agency-join. Clicking it auto-activates their seat and lands them on a success page with a link to download the app or install the extension.

That’s it. Your team is now using SOAP Note Buddy under one consolidated bill.

What’s next

• Member statuses explained — Active, Invited, Pending login, Blocked. What each means.
• Domain auto-join — let clinicians join without explicit invites.
• Auto-Add Seats — automatically grow your plan when clinicians sign up.
• Managing seats — add, remove, or change seats over time.