If you're the practice manager, lead vet, or whoever runs Lupa Notes for the clinic, this is your control panel. From three places — Settings > Teams, Settings > Admin, and the Analytics dashboard — you invite teammates, decide what data leaves the EU, control whether vets can see each other's recordings, brand the PDFs that go to clients, and track how much the clinic is using the AI scribe. This article is for admins. Vets and nurses without admin access won't see most of these screens. Personal preferences (your own signature, units, abbreviations, detail level) are covered in .

💡 In short: Use Settings > Teams to invite people and set their role. Use Settings > Admin for clinic-wide settings (branding, data region, cross-vet visibility). Use Analytics to see usage trends and how much each vet is recording.

Before you begin

📍 You need admin access. Roles in Lupa Notes are binary — every team member is either Admin or Staff. If you can see the Admin and Teams entries in the settings sidebar, you're an admin. If not, ask an existing admin at the clinic to grant you the role from Settings > Teams.

What admins can do that staff can't:

Change permissions for team members
Edit clinic-wide settings on Settings > Admin (branding, language, data region, cross-vet visibility, show/hide the Lupa template library)
Create and edit Company templates (vs personal-only)
See the Analytics dashboard
See the clinic's subscription plan and usage on Settings > User

Settings > Teams — manage who's on the team

Open Settings > Teams to see everyone in the clinic with a Lupa Notes account, sorted by name. Each row shows the avatar, name, email, and role.

Invite a new team member to join your team

The benefit of inviting a member to join your clinic's team is so that you can share templates, and you can also have visibility into each other's consults.

From Settings > Teams, click the link icon in the top-right of the team card.
Lupa Notes generates an invite link and copies it to your clipboard automatically.
Send the link to the new team member.
When they open the link, they'll be prompted to log in or create their account. First, they must register and create an account before they can join your team, and they cannot have a pre exising Lupa Notes account with that email.
As a part of the registration process, a link will be sent to their email with a 6 digit magic code.
Once you have entered the 'magic code' from your email you will be taken to the 'Company Details page - this is a sign that you have now created your account.
At this point you will be redirected to the Company Details page in the image below. Please **do not complete **this page if you are joining a pre existing company.
Now, to open Lupa Notes as part of your team, request another invite link from your team admin in exactly the same way the first link was generated.
Using this new link, log in as normal, using the details you just provided for registration and you can now enter your team's Lupa Notes account.

Change someone's role

Each team member has a role dropdown next to their name with two options:

Role	What it grants
Staff	Record consultations, create personal templates, manage their own signature and snippets, browse company and Lupa library templates. Cannot see or change clinic-wide settings, cannot create company templates, cannot see analytics.
Admin	Everything Staff can do, plus everything in this article — Teams, Admin settings, Company templates, Analytics, subscription view.

Pick the new role from the dropdown — the change saves immediately.

⚠️ You can't demote the last admin. If you try to switch the only Admin to Staff, Lupa Notes blocks the change with an error so the clinic always has at least one admin. Promote a second admin first, then demote.

Settings > Admin — clinic-wide settings

Open Settings > Admin for everything that applies to the clinic as a whole. The page is one form — fill it in, click Update at the bottom.

Branding

Field	What it does
Company logo	Upload a logo (PNG/JPG). Used on the PDF header band when Include sub-header is on at export time
Theme colour	Hex colour picker. Sets the accent colour on buttons and on the signature/header in PDFs. Clear it to fall back to the Lupa default

Language and data region

Field	What it does
Transcription language	Default language used when the AI transcribes recordings. Picks up from your locale at the country level (en-GB, fr-FR, etc.). Override it on a per-recording basis if you record consults in more than one language
Audio data region	Where audio is sent for transcription and AI processing. Global (default) or EU. Pick EU if your clinic needs recordings processed within the EU for compliance reasons

Visibility and library

Setting	What it does
Cross-user visibility	Off (default): every vet only sees their own consultations. On: every vet in the clinic can see and read each other's recordings — useful for supervising vets, mentoring students, and covering for absent colleagues
Show Lupa templates	Whether the Lupa library group of pre-built templates appears in everyone's template picker. Turn off if you'd rather the team only used your own company templates

⚠️ Be deliberate with cross-user visibility. Turning it on lets every team member read every consultation in the clinic, including ones recorded before the toggle was flipped. Turning it off afterwards re-hides them, but team members might already have noticed colleagues' recordings — flag the change before you make it.

Click Save at the bottom of the form to apply.

Settings > User — clinic subscription and usage (admins only)

The Subscription card on Settings > User is admin-only and shows the clinic's current plan plus a usage indicator. Vets and nurses see the rest of that page (their own preferences) but not this card.

Plan	What the card shows
Trial	A usage bar — X of 50 consultations — and an Upgrade your account button that opens a pre-filled email to `[email protected]`
Pay as you go	Total consultations recorded by the clinic in the current period
Unlimited / Unlimited yearly	The plan name and the total number of seats currently provisioned for your clinic

Plan changes are not self-service — email [email protected] to upgrade, downgrade, or change billing.

Analytics — usage across the clinic

Click Analytics in the top navigation. The dashboard is admin-only.

What you see

Three bar charts, one per metric, broken out by month:

Chart	What it tells you
Total Consultations	How many recordings the clinic produced each month
Total Audio Duration	How many minutes of audio the clinic captured each month — useful for sanity-checking against billed hours or working out average consult length
Word Counts	Two bars per month — words in the AI-generated notes vs. words in the raw transcripts. The ratio gives a rough sense of how much editorial compression the AI is doing for the clinic

Two views

View	What's in it
Company	Aggregated metrics across the whole team — the practice-wide picture
Profile	Per-vet breakdown. A multi-select picker at the top lets you filter to one or more team members, or leave it empty to show everyone separately

The X-axis is in MM-YYYY format and shows all data Lupa Notes has on file.

Settings reference

Quick lookup of every clinic-wide setting and where it lives:

Setting	Where	Default / value
Company name	Settings > Admin	Required
Company email / phone / address	Settings > Admin	Required — appears in PDF signature footer
Billing details	Settings > Admin	Optional — leave blank to reuse company contact
Company logo	Settings > Admin	Optional — appears on PDF header when Include sub-header is on
Theme colour	Settings > Admin	Optional hex value — falls back to Lupa default
Transcription language	Settings > Admin	Defaults from clinic locale
Audio data region	Settings > Admin	Global (default) or EU
Cross-user visibility	Settings > Admin	Off by default
Show Lupa templates	Settings > Admin	On by default
Roles (Admin / Staff)	Settings > Teams	New invitees join as Staff
Subscription plan	Settings > User (admin-only card)	Trial / Pay as you go / Unlimited / Unlimited yearly

Tips

✅ Habits that keep the clinic running smoothly:

Keep at least two admins. If your only admin is on holiday and somebody needs a permission change, you're stuck.
Set the company logo and theme colour before you ask the team to start exporting PDFs — otherwise early notes go out unbranded.
If you're rolling Lupa Notes out gradually, leave cross-user visibility off at first — let each vet build confidence on their own consults, then switch it on once the team is comfortable being read by colleagues.
Check Analytics > Profile view every few weeks. Big swings in per-vet usage often correlate with patterns worth knowing about — a particular vet not using it, a sudden spike during a busy week.
Keep Show Lupa templates on unless you have a strong reason to hide them. The Lupa library covers SOAP and Vaccination flows that most clinics will use occasionally even if they have their own templates.
When you invite someone, send the invite link with one line of context ("This is your invite to Lupa Notes — log in and follow the welcome tour, then talk to me about your first recording") so they aren't unsure what it is.

Troubleshooting

Problem	Solution
I can't see Admin, Teams, or Analytics in the sidebar	Your account is set to Staff. Ask another admin at the clinic to promote you from Settings > Teams.
I'm getting Cannot remove the only admin when changing a role	You can't demote the last admin. Promote a second person to admin first, then change the original admin's role.
The PDF export still shows the old logo or colour after I updated branding	Branding applies the next time a PDF is generated. Re-export the note from Lupa Notes — older PDFs that have already been downloaded won't update.
I switched to the EU data region but a colleague says nothing changed	The setting affects new recordings only — existing transcripts stay in the region where they were originally processed. Verify by recording a fresh consult.
Analytics show fewer consultations than I expected	Archived consultations are excluded from the consultations list, but they still count in analytics. If the numbers still look low, check Profile view to see whether one team member's recordings aren't being processed (failed status).

Frequently asked questions

How do I remove someone from the team?

The Teams page doesn't currently expose a Remove button — you can change their role between Admin and Staff, but not deprovision them in-app. To remove someone from the clinic entirely (e.g. a leaver), email [email protected] and the Lupa team will deprovision the account.

Can I have one signature template that applies to the whole team?

No — every vet sets their own signature in Settings > Signature (covered in the overview/setup article). What is shared at the clinic level is the company name, address, phone, logo, and theme colour — those flow into every team member's signature footer automatically. Standardise the personal name/qualifications block by giving the team a consistent format to follow.

Can I limit what an individual vet can do beyond Admin/Staff?

No. Lupa Notes uses a binary permissions model — Admin or Staff. There are no granular per-feature roles today.

Where do I see how much we'll be charged this month?

The Subscription card on Settings > User shows the current plan and either the trial usage bar or the per-period consultation count for Pay as you go. Detailed invoices come via email from [email protected] — they're not surfaced in-app.

Does cross-user visibility apply to old recordings or only new ones?

It applies to all recordings the clinic has — turning it on immediately exposes every existing consultation to the team, and turning it off immediately re-hides them. Decide thoughtfully and tell the team before you flip it.

Can I invite someone who already has a Lupa Work account?

Yes. The invite link links the existing Lupa account into your Lupa Notes clinic — they won't need a new login. Their first time in Lupa Notes they'll go through the six-step welcome tour to set up their signature and preferences.

Can I export the analytics data?

Not today. The dashboard is read-only and in-app only. Take a screenshot for board reports or paste the per-month numbers into a spreadsheet by hand if you need them externally.

Field	What it does
Company name (required)	Shown on the signature footer and PDF header band
Email, phone, address (required)	Shown on the signature footer of every exported note
Billing details (optional)	Tick the box if the billing contact differs from the clinical contact — the form expands to capture a separate billing email, phone, and address

Team management, signatures and usage analytics