Built a note template you're proud of? Share it with colleagues outside your practice so they can use it in their own work, no rebuilding from scratch required. This article covers sharing a note template using an access code, which can be shared with colleagues outside your account.
📍 Note: On a Team Plan and sharing with your own team? You don't need an access code. Note templates (and many other resources) can be shared dynamically with teammates, and updates to the original sync to everyone it's shared with. See Sharing Resources with Team Members → for that workflow.
Before you begin: You'll need at least one note template built before you can share it. If you haven't created one yet, start with Building and Using Note Templates →
In this article:
- How Note Template Sharing Works
- Sharing a Note Template
- Unsharing a Note Template
- Regenerating an Access Code
- Accessing a Shared Template
How Note Template Sharing Works
Before you share, here's what to expect:
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It's a snapshot, not a live copy. When a colleague redeems your access code, Practice Better saves a copy of the template to their account as it exists at that moment. Any changes you make to your version afterward won't carry over to theirs.
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Colleagues can't re-share it. Once someone adds your template using an access code, they can't generate their own code to pass along to others.
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Pre-built template note templates aren't shareable. If your note template was added from Practice Better's Template Library rather than built from scratch, it can't be shared this way.
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Available on every plan, including Sprout. No add-on or upgrade needed.
- One code, unlimited colleagues. The same access code can be redeemed by as many colleagues as you want to share it with, until you disable the sharing code.
Sharing a Note Template
- Go to My Practice > Note Templates.
- Click the More Options menu (3 dots) next to the template and select Manage Sharing.
- Click the Share Access Code tab.
- Read the guidelines presented and enable the Share access code toggle.
- Copy the access code shown, along with the instructions at the bottom of the pop-up, and send them to your colleague.
- Click Done to close the pop-up.
Note templates currently shared display a Shared tag beside the last modified date, so you can spot them at a glance.
Unsharing a Note Template
Changed your mind, or just cleaning up? You can unshare a template at any time:
- Click the More Options menu (3 dots) next to the template and select Manage Sharing.
- On the Share Access Code tab, disable the Share access code toggle.
- Click Done to close the pop-up.
✅ Unsharing only stops new colleagues from redeeming the code. It doesn't affect anyone who already added the template to their account; their copy stays put.
Regenerating an Access Code
If a code's been shared more widely than you intended, you can reset it:
- Disable the Share access code toggle.
- Enable it again.
- Click Done to close the pop-up.
This generates a brand-new code. The old code stops working immediately, though it has no effect on colleagues who already redeemed it.
Accessing a Shared Template
Got an access code from a colleague? Here's how to add their template to your own account:
- Go to My Practice > Note Templates.
- Click the Create from template button at the top of the list.
- Click Unlock Template at the top of the Templates page.
- Enter the access code in the pop-up and click Submit.
- Select the template from the list to save it to your account.
⚠️ Important: Review any shared template thoroughly before sending it to clients to make sure it matches your practice's settings and requirements.