Team Organizer Guide

Welcome to the VETgirl family! Dive into our Team Organizer Guide, where you’ll discover everything you need to know to navigate your new membership—think of it as your trusty map to a world of veterinary wisdom and fun!

Continuing Education on the run.

Table of Contents Welcome to VETgirl...........................................................................................................................................4 What you’ll Learn in this Guide...................................................................................................................5 Getting Started....................................................................................................................................................6 Onboarding Checklist.................................................................................................................6 Understanding Team Roles..........................................................................................................................7 Understanding the “My Teams” Tabs...................................................................................................10 Managing your Team.....................................................................................................................................14 Inviting Associates to Join your Team..............................................................................14 Member Invitation FAQs...........................................................................................................18 Removing Team Members..........................................................................................................................20 Purchasing Additional Seats....................................................................................................................22 Managing your Team Subscription......................................................................................................24 Team Billing FAQ............................................................................................................................26 Managing your Assignments...................................................................................................................28 Creating your First Assignment...........................................................................................28 Updating Assignments..............................................................................................................30 Monitor Assignment Progress................................................................................................31 Assignment FAQs..........................................................................................................................32 Tracking your Team’s Engagement......................................................................................................34 Transferring Team Ownership................................................................................................................36 Closing................................................................................................................................................38

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What you’ll Learn in this Guide

Congratulations!

What you’ll Learn in this Guide

Congratulations on creating your VETgirl Team! Investing in your team’s continuing education and development will yield major dividends for both your associates and your hospital(s): • Improved Job Performance : Providing education ensures associates have the necessary skills and knowledge to perform their roles effectively. This increases productivity and the quality of their work. • Job Satisfaction : Employees who learn and grow within their roles often feel more engaged and satisfied at work, contributing to a positive workplace culture. • Increased Efficiency : Educated associates can work more efficiently, apply best practices, and troubleshoot problems independently, reducing the need for constant supervision or corrections. • Risk Reduction : Proper education reduces the likelihood of errors, accidents, or security breaches, protecting both the organization and its clients or customers. • Leadership Development : Training programs help identify and prepare future leaders within the organization. This ensures a smooth transition when key positions need to be filled. • Brand Reputation : Companies that invest in education and training tend to attract top talent and build a reputation as a desirable place to work. As ELITE users of VETgirl, you and your team will benefit from the following key features: • Continuing Education : VETgirl focuses on providing RACE-approved CE credit, which is required for many veterinary professionals to maintain their license. • On-Demand Learning : Webinars are delivered LIVE (and interactive) , recorded and then uploaded to VETgirl’s on-demand library, allowing users to access content anytime and anywhere, making learning highly convenient for busy professionals. • Diverse Content Areas : The platform offers clinically relevant, practical, cutting edge, and unbiased CE in a multidisciplinary approach, covering a broad range of topics, including emergency medicine, internal medicine, surgery, anesthesia, and practice management. VETgirl is invested in the advancement of veterinary medicine worldwide, and that investment starts with you and your team! We’ve prepared this guide as a starting point for your VETgirl journey, but don’t hesitate to reach out if there’s anything you need that you don’t find in these pages–we’re just an email away!

1. Understanding Team Roles : We’ll outline the different roles and their responsibilities. 2. Navigating the ‘My Teams’ Dashboard : We’ll walk you through the ins and outs of your ‘My Teams’ dashboard, helping you understand its features and functionalities so you can easily navigate and utilize it to its fullest potential. 3. Creating Team Assignments : Learn how to create and manage assignments within your team, from setting deadlines to tracking progress. We’ll provide tips and best practices to ensure that tasks are distributed efficiently and completed on time. 4. Managing Your Team : Effective team management is fundamental. We’ll explore tools and techniques for monitoring team engagement and walk you through the process of adding new team members, removing team members, and purchasing additional seats. By mastering these essential aspects of team organization and management, you’ll be well-equipped to lead your team to success and make the most out of your VETgirl membership. Let’s dive in!

NOTE : This digital guide is fully interactive! Feel free to click links and push on buttons to help you navigate through this guide.

Cheers, Your Friends at VETgirl

Welcome to VETgirl!

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Getting Started | Onboarding Checklist

Understanding Team Roles

Getting Started

Understanding Team Roles

Let’s dive into the essential steps to kickstart your journey with VETgirl ELITE Teams:

In any collaborative effort, understanding the roles and responsibilities of each team member is essential for smooth operation. Within the VETgirl Team Membership, there are three roles:

Onboarding Checklist

Familiarize yourself with the onboarding checklist to ensure a smooth transition into your role as a team organizer. Take special note of important tasks, such as understanding your My Teams tabs, electing a manager (if applicable) , and inviting team members.

• Team Owner • Team Manager • Team Member

Onboarding Checklist

Read this whole guide! Familiarize yourself with the VETgirl Dashboard (to understand the VETgirl platform) Explore the My Teams tabs Dashboard Members Assigned Content Settings Understand your billing information Auto-renewal date

Invite your team members Assign a manager (optional) Explore the VETgirl Library Create your first assignment Track member engagement (after the first month)

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Understanding Team Roles

Responsibilities:

Access:

• Adding new team members to the team • Assigning a Team Manager (optional) • Requesting to remove/delete team members • Assigning content to team members • Managing subscription and billing

• If you picked “I will be earning CE with my team” when setting up your team, you’re all set to access everything in the VETgirl library.

Team Owner/Organizer

As the recipient of this guide, you are the team owner/organizer, giving you the highest level of control over the team account. While you can manage almost everything, there are still some actions where you’ll need help from the customer support team.

• If not, no worries! You will have access to sponsored CE, and have full control over your team. If you have a spot available and wish to take advantage of ELITE resources, you can always invite yourself to join the team.

Team Manager

Responsibilities:

Access:

• Inviting new team members to join the team if there are available “seats” • Tracking member engagement • Assigning content to team members

• ELITE Access to everything in the VETgirl library, including live and on-demand webinars • All “My Teams” pages EXCEPT orders and billing (this role cannot purchase additional seats or manage billing for the account)

The manager is an optional role that serves as the second-in-command to the team owner assisting with team management.. The “My Teams” tab will be available on the team manager’s VETgirl Dashboard. Please note that your team manager must be a member of the team and occupy a “CE seat” to be assigned to the Team Manager role. Contact VETgirl to assign your manager.

TIP : The most effective team managers have clinic roles that oversee team professional development, staffing, or both!

Responsibilities:

Access:

Member

• Completing assigned content

• ELITE access to all VETgirl CE, including live and on-demand webinars • No administrative privileges, focused primarily on completing assigned tasks

Team members do not have access to the “My Teams” tab but have their personal MyVETgirl Dashboard, where they can track their CE hours and view assigned content.

TIP : Before getting your team started with VETgirl, be sure to communicate your expectations for how they use the platform: will it be just for personal licensure requirements or will team members be expected to complete assignments, certificate programs and/or a certain number of hours per month/quarter/year?

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Understanding the “My Teams” Tabs

Dashboard (cont.)

My Teams

Understanding the “My Teams” tabs is crucial for effectively managing your team. Each tab offers valuable insights and tools that allow you to make the most of your VETgirl membership benefits.

The Dashboard page serves as the central hub for managing your team(s). Here, you can access information and metrics related to your team: Dashboard

NOTE : If you manage more than one team, there will be a dropdown option next to the team name. Select the team name to view that team’s information.

Members

The Members page provides an overview of your team’s composition, allowing you to manage members and track engagement.

• Easily view the number of teams you manage and track their activity. • Monitor seat count and invite new members to fill any open seats. • Stay informed about member engagement by checking who has visited this week. • Track the total credits earned by your team and identify top performers.

• Access and export a comprehensive list of current team members and their roles. • Monitor available seats. • Track member activity and participation.

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Understanding the “My Teams” Tabs

Assigned Content

Settings

The Assigned Content page offers a centralized location to manage and track assignments created for your team members.

The Settings page provides essential configuration options and information about your team’s subscription.

• Easily access and review all assignments created for your team. • Track progress and monitor completion status. • Support continuous learning and skill development within your team.

• Customize your team’s settings, including updating the team name and purchasing more seats. • Manage subscription settings, such as payment method and auto renewal. • Monitor the number of members and upcoming renewal date.

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Managing your Team | Inviting Associates to Join your Team

Managing your Team

Sending out the invitation: There are two methods to invite new members to join your team:

Inviting Associates to Join your Team

IMPORTANT : Regardless of when a new team member is added to the ELITE Team membership plan, their membership will expire on the same date as their team members’ to ensure that everyone learns together -- on-the-run!

Adding new members to your VETgirl team is a simple process that can be done directly from your MyVETgirl Dashboard. Follow the steps below to invite team members to join your team:

Check for Open Seats: Head over to your MyVETgirl Dashboard. Scroll down to the My Teams portion of the page and select either “ Dashboard ” or “ Members ” tab.

Via Email: • Enter the email addresses of the team members you wish to invite. Each member will receive an email invitation from VETgirl. • You can also enter multiple emails on separate lines, or upload a CSV file containing the email addresses.

If you have available seats, there will be a Seats Remaining section listed on either page.

Share the Registration Link: • Sharing the registration link allows members to register themselves for your team.

NOTE : Please exercise caution when sharing this link, as anyone with the link may add themselves to your team.

Access the Invitations Page: Next to the Members, click the “ +INVITE ” button to open the Invitations page.

• To stop others from using a previously shared link, click “ Regenerate Link .” This will deactivate the old link and create a new one.

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Managing your Team | Inviting Associates to Join your Team

If you need to issue a domain lock , this would offer protection who can join the team. For example, if you only want your team members to use their work related email addresses (@examplehospital.com), you can let us know you want to issue a domain lock to ensure they only register with their work issued email address.

Unsure who to Include?

Invite your entire hospital or clinic to join the VETgirl team for universal access to key educational content. This promotes a culture of learning and professional development for your team, elevating your veterinary team’s expertise and enhancing patient care.

Need Convincing?

VETgirl offers a Practice Management Certificate Program that applies to the CE requirement for the Certified Veterinary Practice Manager (CVPM) program offered by the Veterinary Hospital Managers Association. We also offer content focused on the Client Service Representative role and designed to strengthen client relationships:

View Content

We’re all about elevating your entire practice team to new heights! With continuous updates and fresh content, VETgirl is here to deliver relevant resources that uplift every member of your team. Stay on the cutting edge and empower your team with the knowledge and skills they need to thrive in the ever-evolving world of veterinary medicine.

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Managing your Team | Member Invitation FAQs

The invitation link for my team member has expired. What should I do?

What should I do if a team member already has an active ELITE Single subscription, but I want to add them to the team?

If a team member tells you their invitation link expired, no worries! First, check the Members page to see if they’re listed as a member. If they are, just let them know they’re all set to log in and their ELITE Team access is active. If you don’t see them listed, simply click on the “ Resend Invites ” next to Pending Invites.

If you or any associate purchased an individual membership in the last 30 days , we’re more than happy to offer a prorated refund. Reach out to us directly, and we’ll sort out the refund for them! Even if they are not eligible for a refund, you can still add the individual to your team. Accepting the invitation will add the member to your team. We recommend that, before joining, the member cancels the auto-renewal for their ELITE Single subscription to avoid being charged again for their separate membership.

This will bring you to the Pending Invitation(s) page where you can easily resend the invitation.

Can I cancel a “pending” email invitation that hasn’t been accepted?

If the email invitation is still marked as “pending,” feel free to cancel it by hitting the Cancel button on the Pending Invitations page. This will free up a seat so you can invite another member to join the team!

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Removing Team Members

Removing Team Members Important Note : You can only swap existing team members for new ones within the 14-day enrollment period right after your annual subscription renews. Why? It’s all about keeping the deep discounts we offer for team memberships sustainable. To make it fair, each “seat” is designated for one person per subscription term. If a team member is removed outside of this timeframe, their seat will be removed from the team’s total seat count until the next renewal. If you need to remove a team member, contact us and we’ll take care of it for you! Only the team Owner/Organizer or Manager is permitted to contact us regarding the removal of members.

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Purchasing Additional Seats

Purchasing Additional Seats If you notice all of your seats are filled, and you’re looking to invite a new team member, don’t worry! You always have the option to buy more seats. To add more seats to your team, head over to the “ Members ” or “ Settings ” page. 1

Enter the number of seats you want to add and hit “Add to cart”

After you’ve added the items, you’ll see a confirmation message pop up in your cart. When you’re ready, click “ View Cart ” to begin checkout.

From the Members page, click “ +Buy More ” next to “Seats Remaining”

You can also follow the links provided below to purchase additional seats:

From the Settings page, click “ Add More Seats ” from the Team Details section

Teams of up to 5

Teams of up to 10

Teams of more than 10

You’ll be redirected to the next page where you can proceed with your purchase:

The new seats will be added to your team within 24 hours (often within minutes!) . Once invited and their membership is activated, these new members can start immediately learning with VETgirl!

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Managing your Team Subscription

Within the Actions section, you can choose to cancel the automatic renewal of your subscription, update the payment method for one or all of your subscriptions, or opt for early renewal to grant your team extended access to VETgirl.

To review your team’s subscription, navigate to the “ Settings ” page.

TIP : The larger your team, the more you save on individual memberships! If you want to upgrade your team from small (up to 5 members) to medium (up to 10) or large (more than 10) , please Contact Us so that we can adjust your seat count and subscription fee.

Here, you’ll find detailed information about your team’s subscription, including your renewal date.

NOTE : If you’ve turned off the auto renewal feature for your team’s subscription, you’ll see your team’s Set to Expire On date instead.

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Managing your Team Subscription | Team Billing FAQs

Can I update the payment method for my team membership?

To update your payment information for your ELITE Team subscription, navigate to your MyVETgirl Dashboard and scroll down to the My Teams tab. From there, open the “ Settings ” page:

Click the “ Change Payment Method ” option located under the Team Details section.

To add a new card, select “ Use a new payment method ”, enter your card information and click “ Change Payment Method ” to save.

NOTE : Changing your payment method will not cause your card to be charged. Your subscription will auto- renew on the original date listed on the screen, unless you have canceled auto-renewal.

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Managing your Assignments | Creating your First Assignment

Managing your Assignments At VETgirl, we get that every veterinary team is one-of-a-kind, with different roles and unique learning needs. We’re here to help you customize your team’s learning journey with assignments that fit just right. By zeroing in on the topics and formats that fit your team’s needs, you can boost engagement, encourage collaboration, and take your team’s clinical skills to the next level.

Click on “ Create Assignment .” Now, let’s bring your team into the mix! You have three options: Assign to ALL Team Members, Assign to Individual Team Members, or by Team Role.

Creating your First Assignment

Navigate to the VETgirl library and look for the content you’d like to assign. Click on the content title to access the page. There, you will find a button marked “ Assign This + ”.

Once you add team members to the assignment, you’ll receive a confirmation message and assigned members will receive an email notifying them of the assignment.

Click the “ Assign This ” button to launch the “ Create Assignment ” window. Here’s where you’ll set a due date for the assignment. TIP : Use the assignment notes to give your team some context–e.g. does the content relate to a recent or upcoming case? Is mastery in this area a priority for the hospital?--and let them know if/when you’ll be reviewing the content together.

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Managing your Assignments | Updating Assignments

Managing your Assignments | Monitor Assignment Progress

Updating Assignments

Monitor Assignment Progress

Should you need to adjust the assignment, whether it’s updating the due date, removing or adding assignees, rest assured that these changes can be made with ease. Head over to the “ Assigned Content ” page to check out all the assignments you’ve put together.

Track your team’s progress on assignment content effortlessly by visiting the ‘All Assignees’ section of the Assignment page. In the ‘Completed’ column, you’ll see green checkmarks for team members who have completed the assignment and red x for those who have not yet completed it.

Simply click on any assignment to see who’s finished the content, add or remove assignees, export completion data, or even delete the assignment entirely.

Click “ Edit ” to adjust the due date or update the assignment notes as you see fit.

Don’t forget to click on “ Save Settings ” to keep any changes you make!

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Managing your Assignments | Assignment FAQs

Why can’t I assign by team role? Q:

How will my team members be notified about assignments? Q:

Having trouble assigning CE to a specific role on your team? If the numbers aren’t quite adding up, it’s most likely because your team members haven’t updated their roles in their VETgirl User Profiles yet. The role field (I am a...) is located on the Essentials tab of the Profile:

Assigned members will receive an email that contains a link to the assigned content, the date the assignment is due, and a link to the My Activity page of their MyVETgirl Dashboard. They can click the “ Assigned to Me ” filter to view all their open and completed assignments.

To see which team members have not filled out their roles, you can download your team roster from any Assigned Content page:

They will also see a red indicator next to their names and on the All Activity page that shows their number of incomplete assignments. This number will automatically update as assignments are completed and new assignments are created.

OR from the My Teams > Members tab of your dashboard:

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Tracking your Team’s Engagement

Tracking your Team’s Engagement Setting expectations for your team’s use of VETgirl is one of the most important factors for their long-term success with the platform. You can make sure that team members are meeting expectations using the built-in monitoring tools on your MyVETgirl Dashboard.

Below the total credits earned, you’ll see a list of your top earners—those who have completed the most credits on your team. This list includes details on their last login date and the total number of credits they’ve earned.

On the Team Dashboard page, you’ll find a summary of the total credits earned by your members, along with a breakdown by content category and range of hours completed:

Select the “ View Activity ” option to see all the content a team member has started or completed.

Click the “ All Time ” option next to adjust the date range for all metrics. You can choose Year-to-Date, Last 30 Days, or Last 6 Months to view the credits your team earned within those specific time frames.

From this page, you have the option to download your team’s credit data for further analysis or record-keeping purposes.

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Transferring Team Ownership

Transferring Team Ownership At VETgirl, we understand that team dynamics can shift, and there may be times when the current team owner or organizer moves on from the clinic or hospital. To ensure your team continues to have uninterrupted access to VETgirl resources, it’s super important to have a smooth handover of team leadership. Here’s how to make sure that transition goes off without a hitch.

Ensure the new team owner has a VETgirl account Before we start the transfer process, the person taking over as team owner must have a VETgirl account, at minimum the Basic (free) membership. If the future team owner is already part of the team, they can happily skip this step. Contact VETgirl The current team owner is required to contact us at VETgirl and provide the name and email address of the individual who will assume the role of the new team owner. Please note that the new team owner must have a VETgirl account with a minimum of Basic membership to take over this position. To change team organizers, follow this link. Once the change is finalized, we will send this guide to the new team owner!

Get in Touch!

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Thank you!

Thanks for joining the VETgirl community! We’re here to support you at every step, helping you use our platform to boost team learning and drive your practice to success. Do you have questions, need help, or are just curious about how to get the most out of your VETgirl team membership? We’re all ears and here to help! Feel free to reach out anytime, and we’ll be more than happy to offer guidance, support, and answers to any questions you’ve got. Let’s keep lifting each other up in veterinary education, support our vet teams, and mold the future of vet medicine together. Cheers to an awesome journey ahead with VETgirl!

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