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:

AI Notes ($29 per seat per month, $299 per year). Unlimited AI notes, unlimited patients, custom note templates, AI chat, document and PDF uploads. No EHR Auto Fill, no Voice Scribe. Good for clinicians who write notes in the app and paste them into their EMR.
Voice Scribe ($49 per seat per month, $499 per year). Everything in AI Notes, plus Voice Scribe (record visits, auto-transcribe), Patient Checklist, and Smart Image Analysis. Good for clinicians who dictate.
EHR Fill ($79 per seat per month, $799 per year). Everything in Voice Scribe, plus one-click EHR Auto Fill, cross-device sync, and priority support. Good for clinicians who document directly in a web-based EMR.

Each seat costs exactly what the matching individual plan costs. There is no agency premium. Volume discounts (5% at 10+ seats, 10% at 25+, 15% at 50+, 20% at 100+) come off the top automatically.

You can mix and match all three. For example, a home health agency with 8 PTs + 4 PTAs might buy 8 Voice Scribe seats + 4 EHR Fill seats. The page shows your total live.

Toggle monthly or annual. The annual per-seat prices above run roughly 14% to 16% below the monthly rate, and your volume discount still applies on top.

Step 2: Checkout (no charge today)

Click Start 14-day Free Trial. You’ll be sent to Stripe Checkout. You’ll fill in:

Your email (becomes the admin’s login email)
Your card (required upfront, not charged today, held for after the trial)
Agency name (required). What your agency is called. Used as the org name in the dashboard. You can edit it later.

Submit. Stripe redirects you to a setup page on our site. Your 14-day free trial starts now with full access to everything below, and no charge until day 15 (cancel anytime before then from the admin dashboard and you won’t be billed).

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, so 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.

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.

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.