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User Guide

Documentation

Complete guide to using Vet-ly. Choose your role below to get started.

Quick Start Guide

Getting started with Vet-ly is quick and easy. Follow these steps to create your clinic account and set everything up.

Creating Your Clinic Account

Sign Up Process

  1. Navigate to https://www.vet-ly.com/signup in your web browser.
  2. Complete the registration form by entering your First Name, Last Name, Email address, and selecting your Time Zone.
  3. Click the "Continue" button to proceed.
  4. Check your email inbox for a 6-digit verification code. This code will be sent to the email address you provided.
  5. Enter the 6-digit verification code in the provided field. Note: This code expires after one hour.
  6. Create a secure password and verify it by entering it a second time.
  7. Click "Create Account" to finalize your registration.
  8. You will automatically be redirected to your Manager Dashboard, where you can begin setting up your clinic.

Setting Up Your Clinic

Configure Your Clinic Settings

Before creating SOPs, you'll want to configure your clinic settings. This ensures your SOPs can be properly assigned and organized.

  1. Click on "Settings" in the navigation bar.
  2. Complete the General Information section with your clinic details.
  3. Optionally, add your clinic's branding elements (logo, colors) in the Branding section.
  4. Configure your Business Hours so the system knows when your clinic operates.
  5. Add Job Titles for your clinic (e.g., Veterinarian, Vet Tech, Receptionist, Kennel Assistant).

Tip: Always create job titles before adding staff members. Staff members will be assigned to these job titles.

  1. Add Team Members and assign each person to their appropriate job title. When you add a team member, they will receive an email with a 6-digit verification code to create their account—the same process you completed as a manager.
  2. Set up any Delegations you need for task reassignment workflows.
  3. Create Tags to categorize your SOPs and make them easier to search (e.g., Surgery, Pharmacy, Client Communication, Safety).
  4. Browse Community Templates in Settings → Templates. These are proven SOPs shared by other veterinary clinics that you can import and customize for your own use—completely free.
  5. Optionally, import existing SOPs from a spreadsheet. Download the CSV Template first, then match your spreadsheet columns to the supported headers: name, instructions, priority, required resources, and tags.

Community Templates: All users can browse and import community templates for free. Sharing your own SOPs is completely optional—when creating a procedure, simply check "Share as Community Template" if you'd like to contribute back to the veterinary community.

Setup Checklist

Before creating SOPs, ensure you have completed the following in order:

1
Job Titles created
2
Team Members added and assigned to job titles
3
Tags created for organizing SOPs

This order matters because staff members need to be assigned to existing job titles, and tags help organize your SOP library.

SOP Types at a Glance

Reference SOP

Informational documents your team can read anytime — no task tracking or checklists. Staff access them from the SOP Library whenever they need guidance.

Best for: Policies, safety protocols, client communication guidelines, emergency procedures, and any documentation that doesn't require tracked completion.

Actionable SOP — Single Task

One recurring task assigned to a job title or individual. The task appears on staff checklists on the configured schedule and is tracked on the Manager's Dashboard.

Best for: Simple, standalone tasks like daily equipment checks, weekly inventory counts, or end-of-day closing procedures.

Actionable SOP — Multi-Step

Multiple tasks that can be assigned to different job titles with independent schedules. Each task tracks separately on staff checklists and the Manager's Dashboard.

Best for: Complex procedures involving multiple roles — like surgery prep (Vet Tech prepares instruments, Vet Assistant readies the room) or controlled drug audits with separate counting, logging, and verification steps.

Tip: Start with Reference if you're unsure. You can convert any Reference SOP to Actionable later by editing it and adding tasks. You can also use AI Task Suggestions to auto-configure tasks for any existing SOP.

AI-Powered SOP Creation

Don't want to start from scratch? Use AI to generate a complete, clinic-ready SOP in seconds. Just describe what you need in plain English.

1

Navigate to SOPs Library → Create with AI

2

Type a short description like "Controlled drug logging protocol"

3

Optionally add context like species focus or special requirements (e.g., "Feline only" or "Include sedation steps"). Your clinic's state is used automatically for regulatory references.

4

AI generates a draft SOP with instructions, safety guidelines, resources, and regulatory references — review, verify, edit, and save

5

Toggle AI Task Suggestions to set up recurring tasks — AI assigns tasks to your clinic's job titles with frequencies, schedules, and per-task instructions pre-configured. Review and adjust before saving.

Tip: AI-generated SOPs include proper formatting, step-by-step instructions, safety considerations, common pitfalls, and required resources — all tailored to veterinary practices. Your clinic's state (set during signup) is used automatically to include relevant regulatory references. AI also suggests operational readiness tasks (supply checks, training drills, equipment audits) assigned to the right job titles.

Important: AI-generated content is a starting point only and does not constitute veterinary medical, legal, or regulatory advice. Regulatory references are informational and may not reflect current requirements. Your clinic is responsible for reviewing, verifying, and approving all content before use. All procedures should be reviewed by a licensed veterinarian or qualified practice manager.

Staff Acknowledgments

Require staff to formally read and acknowledge critical SOPs. Track who has reviewed each procedure and who's overdue — perfect for onboarding new hires and maintaining AAHA accreditation records.

1

Create or edit any SOP in your library, then toggle on "Require Staff Acknowledgment"

2

Select which job titles must review it, set an optional deadline, and choose whether future new hires with those titles are automatically assigned

3

Staff must scroll through the entire procedure before they can acknowledge — they can also leave notes or questions for managers

4

Track completion in real time on the Acknowledgments page and export a CSV report for audits

Tip: Enable "Require for future new hires" on safety-critical SOPs like surgery prep or controlled drug protocols. Every new team member with the matching job title will automatically receive the acknowledgment requirement — no manual setup needed.

Next Steps

  • •Review the Manager Guide for detailed instructions on creating each type of SOP
  • •Share the Staff Guide with your team members
  • •Check the FAQ for answers to common questions
  • •Visit www.vet-ly.com for additional support and resources
Documentation | Vet-ly