Share a working collection with your team

If you are the account owner or admin user, you can share a template collection with specific staff members. This allows other people on the team to use the same format of note templates to help you standardise clinical notes at your practice.

  1. Head over to the settings page go to the "Template Settings" tab.
  2. Open up the list of your template collections by expanding the accordion, then click on the "Share Collection" button next to the collection name.
  3. Select the team member(s) you'd like to share your template collection with and click Save to update.

Watch video: Share a template collection with team

Step-by-step demonstration of how to share a template collection with your team in Smilenotes.

Result

The selected team member(s) will receive an email notification to let them know a template collection has been shared with them. They will be unable to make changes to this collection.

How to use a shared template collection

Copy a collection and send it to another account

Make a copy of one of your template collections and send it to any user on Smilenotes. The recipient will be able to edit or modify this duplicate copy according to their preference.

  1. Head over to the settings page go to the "Template Settings" tab.
  2. Open up the list of your template collections by expanding the accordion, then click on the "Copy Collection" icon next to the collection name.
    Template Settings screen in Smilenotes showing the Copy Collection icon selected and a popup window to enter a recipient email address to share a template collection.
    Enter the recipient’s email address and click Copy Collection to send a duplicate.
  3. Enter the recipient email address. (This email address must exactly match the email address the other person uses to log into Smilenotes.)
  4. Click Copy Collection to send.

    Result

    The recipient will receive an email notification to let them know a template collection has been shared with them. The copied collection will immediately show up in their account where they will be able to view, modify and use the collection.

    Any changes/modifications to templates made by the recipient won't affect the templates inside your version of the collection.

    How to use a shared template collection

Frequently asked questions

Sharing with your team creates a live working copy. If you update templates later, your team members will see those changes.

Copying and sending creates an independent duplicate. The recipient can edit their version without affecting yours.

Only the Account owner and Admin users can share template collections with team members.

If you want to send a copy to another Smilenotes user, use Copy Collection.

If the option isn’t visible, you may not have the correct permissions. Ask your account owner to grant Admin access.

Also make sure you’re in Settings → Template Settings and have expanded the template collections list.

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Updated: 20 February 2026