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User Guide - Lab Onboarding

Updated this week

Audience: Lab owners/managers and initial Super Admins joining Smile Genius.
​Purpose: Provide a clear, professional, step-by-step process to onboard your lab and prepare it for collaboration with Clinics and DSOs.

1) Onboarding Overview

Flow: Invitation email → Account creation → Profile details (User + Lab) → Services selection → Dashboard zero‑state → Prescription form setup → Add Staff Members → Success confirmation → Admin verification.

Important: Labs can only join via an email invitation issued from the Smile Genius Admin Portal. Self-registration is not supported.

2) Prerequisites

  1. You have received an invitation email from Smile Genius (subject typically: “You’re invited to join Smile Genius”).

  2. The invitation was sent to your lab’s primary email address (the address that will be used for onboarding, case details, invoicing, and ongoing correspondence).

  3. You can access the internet from a supported browser and have the authority to accept Terms & Conditions on behalf of your lab.

3) Step-by-Step Onboarding

Stage-Based Reminder Emails

Once invited, Smile Genius automatically sends reminder emails if onboarding is not completed:

  1. Stage 1 - Offline Lab: The lab has been invited, but has not created a password yet. Reminder emails are sent after 3, 7, 15, and 30 days.

  2. Stage 2 - Online Lab: The lab has created a password but has not completed onboarding yet. Reminder emails are sent after 3, 7, 15, and 30 days.

This ensures labs are completely set up promptly and are ready to collaborate.

Step 1 - Accept the Invitation

  1. Open the invitation email sent by Smile Genius.

  2. Click Accept Invitation.

  3. You will be redirected to the Smile Genius Registration page. Your lab email field will be pre-populated and locked.

Note: The invitation contains information prefilled by Smile Genius Admin, including Lab Name and Lab Address. You can adjust these later during profile completion.

If the email isn’t received:

  1. Check Spam/Junk folders.

  2. Verify with your IT team that emails from @smilegenius are allowed.

  3. If necessary, contact Smile Genius Support ([email protected]) to resend the invitation.

Step 2 - Create Your Account (Set Password & Accept Terms)

On the Registration page:

  1. Confirm the Email shown is correct (it is pre-filled from the invitation).

  2. Enter a Password that meets all of the following criteria:

    1. Minimum 8 characters in length;

    2. Includes at least 1 uppercase letter (A–Z);

    3. Includes at least 1 numeric character (0–9);

    4. Includes at least 1 special character (e.g.,! @ # $ % ^ & * etc.).

  3. Tick the checkbox to Agree to the Terms & Conditions.

  4. Click Submit.

Common validation messages:

  1. “Password must be at least 8 characters.”

  2. “Password must include an uppercase letter, a number, and a special character.”

  3. “You must accept the Terms & Conditions to continue.”

Tip: Use a unique passphrase you don’t reuse elsewhere. Store it securely in your organization’s password manager.

Upon success, you’ll be taken to the Profile Details screen.

Step 3 - Incomplete Onboarding Handling

If you close your browser tab or log out without completing onboarding:

  1. On exit, a pop-up will appear offering:

    1. A calendar invites to schedule completion,

    2. A link to the Knowledge Base,

    3. A link to Live Chat with support.

  2. When you return to the portal, the system will automatically redirect you back to the onboarding screens until setup is completed.

Step 4 - Complete Profile: User Information

On the Profile Details screen, first complete the User Information section.

Fields:

  1. User First Name (Required)

  2. User Last Name (Optional)

  3. Designation (Optional)

  4. Role (Predefined: Super Admin - non-editable for the first lab user)

Note: The initial user created from the invitation is assigned Super Admin. This user can later invite teammates and manage lab settings.

Click Next to proceed.

Step 5 - Complete Profile: Lab Details

Fill out the Lab Details section. Fields include:

  1. Lab Name (Prefilled from the invitation; editable)

  2. Lab Logo

  3. Website (Optional)

  4. Lab Phone Number (Optional)

  5. Lab Address (Prefilled from the invitation; editable)

  6. Operating Days (Optional)

  7. Operating Time (Optional)

  8. Price List / Lab Sheet / Other Relevant Documents (Optional uploads)

Required at a minimum on this page:

  1. Lab Name must be present (prefilled or edited).

  2. Lab Logo

  3. User First Name was already required in Step 4.

Recommended: Provide operating days/times and upload your latest price list or lab sheet so clinics have accurate expectations from day one.

Click Next to continue.

Step 6 - Select Your Services

You’ll now see a Services screen with commonly used services (e.g., Crown, Bridges, Aligners, Retainers, etc.).

  1. Review the pre-listed services.

  2. Add any additional services your lab offers.

  3. Remove services you do not provide.

Note: You can add or update services at any time later from Settings → Services after registration.

Click Next to finish initial setup.

Step 7 - Dashboard Zero‑State & Getting Started Checklist

After completing the profile and services, you’ll be taken to the Dashboard. Initially, you may see:

  1. Zero counts for orders/cases (no active orders yet).

  2. A Getting Started checklist with recommended actions, such as:

    1. Set up Customized Prescription Forms for each selected service.

    2. Add Teammates to your lab (invite colleagues to use separate credentials).

Important: If you choose to mark checklist items as completed, the system will not display the checklist again in future sessions.

Step 8 - Configure Customized Prescription Forms (Per Service)

From the Dashboard checklist, click Set up the Prescription.

A pop-up window will appear with the list of your selected services. For each service, you can:

  1. Review predefined, commonly used prescription questions.

  2. Add new questions to suit your lab’s requirements.

  3. Delete any non-required questions.

  4. Choose question types such as:

    1. Single Choice

    2. Multiple Choice

    3. Long Text

  5. Save to store the prescription form for that service.

How it’s used: When a clinic creates a case for a given service, the corresponding saved prescription form is automatically loaded for completion, ensuring you receive the exact information and assets you need.

After saving all relevant services, the Prescription Setup task will be marked Complete in the Dashboard checklist.

Step 9 - Confirmation & Admin Verification

Once prescription forms are saved, you’ll see a success dialog confirming that your lab is successfully registered and that setup tasks are complete.

At this point:

  1. The Smile Genius Admin will be notified to review your profile.

  2. The admin must verify your lab.

  3. Unverified labs can navigate the portal, but cannot perform actions such as:

    1. Creating treatment plans,

    2. Processing orders,

    3. Uploading invoices.

Recommended next steps:

  1. Invite team members under Settings → Team (assign roles and define access as needed).

  2. Review Notifications and Case Preferences (if available) so you’re alerted to new cases.

  3. Share your Services and Turnaround expectations with partner clinics.

4) Field & Validation Reference (Quick Table)

Registration

  1. Email: Pre-filled (from invitation)

  2. Password: ≥8 chars, ≥1 uppercase, ≥1 number, ≥1 special char

  3. Terms & Conditions: Must be accepted

User Information

  1. First Name: Required

  2. Last Name: Optional

  3. Designation: Optional

  4. Role: Super Admin (fixed)

Lab Details

  1. Lab Name: Required (prefilled; editable)

  2. Lab Logo: Required

  3. Website: Optional

  4. Phone: Optional

  5. Address: Prefilled; editable

  6. Operating Days/Time: Optional

  7. Documents: Optional uploads (price list, lab sheet, etc.)

Services

  1. Add/Remove services as applicable. Editable later in Settings.

Prescription Forms

  1. Per service, add/edit/delete questions; supported types: Multiple Choice, Single Choice, Long Text, Short Text, File Upload.

5) Troubleshooting & FAQs

Q1. I didn’t receive the invitation email. What should I do?

  1. Check Spam/Junk folders.

  2. Ask your IT team to allow list Smile Genius emails.

  3. Contact your Smile Genius Admin to resend the invitation.

Q2. The invitation link expired or says it’s invalid.

  1. Invitation links may be time-limited or single-use. Ask your Smile Genius Admin to send a new invitation.

Q3. My password isn’t accepted.

  1. Ensure it’s at least 8 characters and contains 1 uppercase, 1 number, and 1 special character.

  2. Avoid spaces at the beginning or end.

  3. If you still face issues, try a different browser.

Q4. Can I change the Lab Name or Address later?

  1. Yes. Both fields are prefilled from the invitation but remain editable in Lab Details.

Q5. Can I edit services after onboarding?

  1. Yes. Go to Settings → Services to add, remove, or update services at any time.

Q6. Who is the Super Admin? Can it be changed?

  1. The first user created from the invitation is the Super Admin. Additional roles and changes to admin privileges can be managed later by your organization (subject to your plan and governance policies).

Q7. What documents should I upload?

  1. Your price list, lab sheet, or any document that helps clinics submit accurate prescriptions and plan cases efficiently.

Q8. Why can’t I process orders or upload invoices yet?

  1. Your lab may still be in Unverified status. Smile Genius Admin must review and verify your profile first.

6) Support

  1. For access issues or to resend invitations, contact your Smile Genius Admin or Smile Genius Support ([email protected]).

  2. For configuration guidance (services, prescription forms), consult your Customer Success contact.

Appendix - Quick Setup Checklist (Printable)

  1. Invitation email received and accepted

  2. Password created (meets policy) & Terms accepted

  3. Reminder emails (if needed) reviewed

  4. User Information completed (First Name required)

  5. Lab Details completed (Lab Name verified)

  6. Services reviewed/updated

  7. Prescription Forms configured per service

  8. Lab staff members added

  9. Success dialog confirmed

  10. Checklist marked completed (optional)

  11. Admin verification received

  12. Price list/lab sheet uploaded (optional)

Related Articles
User Guide - DSO Onboarding
User Guide - Clinic Onboarding
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