Audience: Clinic owners/managers and initial Super Admins joining Smile Genius.
Purpose: Provide a clear, professional, step-by-step process to onboard your clinic and prepare it for collaboration with DSOs and Labs.
1. Onboarding Overview
Flow: Invitation email → Account creation → Profile details (User + Clinic) → Dashboard zero state → Success.
Important: Clinics can only join via an email invitation issued from a DSO. Self-registration is not supported.
2. Prerequisites
You have received an invitation email from a DSO (subject typically: “You’re invited to join Smile Genius”).
The invitation was sent to your clinic’s primary email address (the address that will be used for onboarding, case details, invoicing, and ongoing correspondence).
You can access the internet from a supported browser and have the authority to accept Terms & Conditions on behalf of your clinic.
3. Step-by-Step Onboarding
Step 1: Accept the Invitation
Open the invitation email sent by your DSO.
Click Accept Invitation.
You will be redirected to the Smile Genius Registration page. Your clinic email field will be pre-populated and locked.
Note: The invitation contains information prefilled by your DSO, including clinic Name and clinic address. You can adjust these later during profile completion.
If the email isn’t received:
Check Spam/Junk folders.
Verify with your IT team that emails from @smilegenius are allowed.
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:
Confirm the Email shown is correct (it is pre-filled from the invitation).
Enter a Password that meets all of the following criteria:
Minimum 8 characters in length;
Includes at least 1 uppercase letter (A–Z);
Includes at least 1 numeric character (0–9);
Includes at least 1 special character (e.g., ! @ # $ % ^ & * etc.).
Tick the checkbox to Agree to the Terms & Conditions.
Click Submit.
Common validation messages:
“Password must be at least 8 characters.”
“Password must include an uppercase letter, a number, and a special character.”
“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:
On exit, a pop-up will appear offering:
A calendar invite to schedule completion,
A link to the Knowledge Base,
A link to Live Chat with support.
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:
User First Name (Required)
User Last Name (Optional)
Designation (Optional)
Role (Predefined: Super Admin and non-editable for the first clinic user)
Note: The initial user created from the invitation is assigned Super Admin. This user can later invite teammates and manage clinic settings.
Click Next to proceed.
Step 5: Complete Profile: Clinic Details
Fill out the Clinic Details section. Fields include:
Clinic Name (Prefilled from the invitation; editable)
Website (Optional)
Clinic Phone Number (Optional)
Clinic Address (Prefilled from the invitation; editable)
Required at a minimum on this page:
Clinic Name must be present (prefilled or edited).
User First Name was already required in Step 3.
Click Next to finish initial setup.
Step 6: Dashboard Zero State & Getting Started Checklist
After completing the profile and services, you’ll be taken to the Dashboard. Initially, you may see:
Zero counts for orders/cases (no active orders yet).
A Getting Started checklist with recommended actions, such as:
Create new Orders for your patients.
Add Teammates to your clinic (invite colleagues to use separate credentials).
Tip: Use the checklist as a guided launchpad to become collaboration-ready quickly.
Important: If you choose to mark checklist items as completed, the system will not display the checklist again in future sessions.
Step 7: Confirmation & Next Steps
Once the profile details are filled, your clinic is successfully registered, and the setup tasks are complete.
Recommended next steps:
Invite team members under Settings → Team (assign roles and define access as needed).
Create orders for your patients and start collaborating with the labs and DSOs.
4. Field & Validation Reference (Quick Table)
Registration
Email: Pre-filled (from invitation)
Password: ≥8 chars, ≥1 uppercase, ≥1 number, ≥1 special char
Terms & Conditions: Must be accepted
User Information
First Name: Required
Last Name: Optional
Designation: Optional
Role: Super Admin (fixed)
Clinic Details
Clinic Name: Required (prefilled; editable)
Website: Optional
Phone: Optional
Address: Prefilled; editable
5. Troubleshooting & FAQs
Q1. I didn’t receive the invitation email. What should I do?
Check Spam/Junk folders.
Ask your IT team to allow list Smile Genius emails.
Contact your Smile Genius Admin to resend the invitation.
Q2. The invitation link expired or says it’s invalid.
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.
Ensure it’s at least 8 characters and contains 1 uppercase, 1 number, and 1 special character.
Avoid spaces at the beginning or end.
If you still face issues, try a different browser.
Q4. Can I change the Clinic Name or Address later?
Yes. Both fields are prefilled from the invitation but remain editable in Clinic Details.
Q5. Who is the Super Admin? Can it be changed?
The first user created from the invitation is the Super Admin, and their email can be changed. It cannot be deleted. But the other details, like Name, etc., can be updated. Additional roles and changes to admin privileges can be managed later by your organization (subject to your plan and governance policies).
6. Data Protection & Compliance
Smile Genius uses your Clinic Email for onboarding, case correspondence, and invoicing.
Only invite authorized personnel and assign appropriate access.
7. Support
For access issues or to resend invitations, contact your Customer Success contact.
For configuration guidance (services, prescription forms), consult your Customer Success contact.