Lupa Notes listens to your consultation, transcribes the conversation, and turns it into structured clinical notes that drop straight onto the appointment record — so you can keep your eyes on the patient and your hands free during the consult. This article gets you up and running: what Lupa Notes does, how to log in for the first time, and the one-time setup steps that tailor the AI to how you write notes.
💡 In short: Log in at notes.lupapets.com, complete a six-step welcome tour (signature, speciality, units, abbreviations, detail level), and you're ready to record your first consultation.
What Lupa Notes does
Lupa Notes, as a standalone web app, external from Lupa OS, is available at at notes.lupapets.com where every recording you've ever made lives — searchable, editable, and exportable. The mascot you'll see during onboarding (and in the appointment panel) is Jerry — that's the AI scribe doing the work behind the scenes.
What you'll need
📍 Before your first recording, make sure:
Your clinic admin has invited you to Lupa Notes — you should have a login email.
You're using a recent version of Chrome, Safari, or another modern browser that allows microphone access.
Your device has a working microphone — your phone is the easiest, but a laptop mic works too.
You have a way to ask clients for consent to record. This is non-negotiable: every recording must be consented to.
Lupa Notes runs in the browser on desktop, tablet, and mobile — there is no separate app to install.
Step 1: Log in
Open
notes.lupapets.comin your browser.Enter your email address and password.
If you've forgotten your password, click Forgot password to reset it. If you don't have an account yet, reach out to
[email protected].
Step 2: Complete the welcome tour
The first time you log in, Jerry walks you through a six-step setup. Each step saves as you go, and every choice can be edited later from Settings. You won't be able to record consultations until the tour is finished, so block out about five minutes before your first session.
Welcome
A friendly hello from Jerry. Click Get started to begin.
Signature
Your signature is the block that appears at the top of any note you export or print — it's how clients and referring vets know the note is yours. Fill in:
Field | What to put |
Title | e.g. Dr, Mr, Ms — optional |
Full name | How you want your name to appear on notes |
Professional role | e.g. Veterinary Surgeon, Registered Veterinary Nurse, Student Vet |
Qualifications | e.g. BVSc MRCVS — optional but recommended |
Department | Useful for clinics with multiple departments — optional |
Your work email, shown on the signature |
A live preview on the same screen shows exactly how your signature will look. The clinic name, phone, and address come from your clinic's company profile and don't need to be entered here.
💡 If your name or qualifications change later (newly qualified, change of role), update them any time from Settings > Signature. New notes use the latest signature; existing notes keep the version that was current when you signed them.
Speciality
Pick the clinical areas you work in — Consulting, Surgery, Dentistry, Cardiology, Exotic, Equine, and so on. You can choose multiple. Lupa Notes uses these to surface the most relevant templates and prompts when you start a recording.
Units
Choose how you want patient values to appear in your notes:
Weight — kilograms or pounds
Temperature — Celsius or Fahrenheit These are display preferences only. The recording captures what you actually said in the consult; the notes Jerry writes back will use the units you picked here.
Abbreviations
Two side-by-side examples show the difference. Choose With abbreviations if you prefer notes like "BAR, BCS 5/9, T 38.5°C", or Without abbreviations if you want them spelled out: "Bright, alert, responsive. Body condition score 5 of 9. Temperature 38.5°C." Pick whichever matches how you'd write the note yourself. You can always switch later, and individual templates can override this default.
Detail level
Choose how thorough you want your notes:
Level | What it produces |
Low | Short, focused notes — diagnosis, key plan, no padding |
Medium | Balanced detail — covers the conversation without being verbose |
High | Comprehensive — captures findings, history, and plan in full |
Most vets settle on Medium. You can change this any time from Settings > User.
When you click Record your first consult!, you land on the Consultations page — your home base from now on.
Step 3: Get to know the layout
Lupa Notes has a small, focused navigation.
Here's what each section is for and where each onboarding choice you just made now lives:
Section | What it's for |
Consultations | The home page. Every recording you've made is on the left side panel, searchable by patient, date, or — if your clinic enables it — by colleague. Click into any one to view, edit, or export the note. |
Settings > User | Your default detail level, abbreviations, units, and other personal preferences from onboarding. |
Settings > Signature | The signature block you set up during onboarding that will be on any PDFs to make it look more professional. Edit or remove any time. |
Settings > Templates | Your starred templates from the shared template library. Browse what's available and pin the ones you use most. |
Settings > Snippets | Reusable text snippets you can drop into any note (e.g. discharge instructions, vaccination wording, post-op warnings). |
Settings > Admin (admins only) | Clinic-wide settings: company details, data processing location, cross-vet visibility toggle. |
Settings > Teams (admins only) | Manage permissions for your team |
Analytics (admins only) | Usage trends across the clinic — total consultations, per-vet activity. |
Subscription and access
Lupa Notes is offered on four plans, set at the clinic level (not per vet):
Plan | Best for | How to get it |
Trial | Trying it out — first 50 consultations free across the clinic | Available automatically when your clinic signs up |
Pay as you go | Occasional users or smaller clinics | Email |
Unlimited (monthly) | Clinics where multiple vets record daily | Email |
Unlimited (yearly) | Clinics committing for a year — best per-consult value | Email |
You can see your clinic's current plan on the Settings > User page (admins also see usage). While on Trial, the same panel shows a usage bar — "X of 50 consultations".
✅ Plans are clinic-level: if your clinic is on Unlimited, every team member can record without limits. There's no per-seat metering.
Tips for your first week
✅ Make the most of getting started:
Record at least one routine vaccination consult on day one — it's the simplest scenario for getting comfortable with the flow.
Tell your reception team you're trialling AI notes so they can mention it to clients at check-in.
If you're unsure about detail level, start on Medium for a few consults before tweaking.
Keep a phrase ready for client consent — "I'm using a tool that records and transcribes our conversation to help me write your pet's notes — is that OK?" — and say it into the recording so consent is captured on the transcript.
Don't try to make every consult perfect upfront. You can always edit the AI-generated notes after the fact.
Frequently asked questions
Do I need to install anything?
Do I need to install anything?
No. Lupa Notes runs entirely in the browser. As long as you can open notes.lupapets.com and your browser allows microphone access, you're set. There is no separate desktop or mobile app.
Can I change my onboarding choices later?
Can I change my onboarding choices later?
Yes. Every choice from the welcome tour — signature, speciality, units, abbreviations, detail level — lives under Settings > User or Settings > Signature and can be edited any time. New consultations pick up the updated settings; older notes are unchanged.
What happens if I forget to do the setup before my first consult?
What happens if I forget to do the setup before my first consult?
The welcome tour is mandatory the first time you log in — you won't be able to skip it to record. Block out around five minutes before your first session to get through it.
Do I need to be a vet to use Lupa Notes?
Do I need to be a vet to use Lupa Notes?
No. Lupa Notes works for anyone in the clinic who writes consultation notes — vets, vet nurses, students under supervision. Set your Professional role during onboarding (or later from Settings > Signature) so the signature reflects your job correctly.
Who can see my recordings?
Who can see my recordings?
By default, only you. Your clinic admin can turn on cross-vet visibility from Settings > Admin if they want colleagues to be able to see each other's recordings. The transcript and AI-generated notes that flow back into a Lupa Work appointment are visible to anyone with access to that appointment, the same as any other clinical note.
Where is my data processed?
Where is my data processed?
Your clinic admin chooses the data processing location on Settings > Admin — either Global (default) or EU. Pick EU if your clinic needs recordings processed within the EU for compliance reasons.