This article provides detailed guidance for lab users on how to mark an order as shipped once production is complete. It explains where shipment details are added, which fields are optional, how to ship single or multiple services, and what happens after shipment is confirmed.
Overview
After a case has been accepted and the required services have been completed, lab users must mark the order as Shipped to formally notify the clinic and dentist that the case is on its way.
Marking an order as shipped:
Updates the service status to Shipped
Provides shipment visibility to clinics and dentists
Triggers email and in-portal notifications
Ensures accurate tracking and accountability
Prerequisites Before Shipping
A lab user can mark an order as shipped only when:
The case has been accepted by the lab.
The required services have been printed/fabricated and are ready for dispatch.
The lab user has access to the Case Details page.
Note: Shipping actions are performed at the service level but initiated from within the case.
Accessing the Shipment Section
Log in to the Smile Genius Platform using your lab credentials.
Navigate to the Cases / Orders section from the dashboard.
Open the relevant Case Details page.
Select the Shipment tab within the case.
Step-by-Step: Marking an Order as Shipped
Step 1 - Open the Shipment Tab
From the case details page, click on the Shipment tab.
Review the list of services associated with the case.
Step 2 - Select Services for Shipment
The lab user can choose how many services are being shipped:
Single Service Shipment
Select one service from the list.
Multiple Services Shipment
Select multiple services that are being shipped together in the same package.
Important: Only the selected services will be marked as shipped. Other services in the case will remain unchanged until they are shipped separately.
Step 3 - Enter Shipment Details
The following shipment details can be added. All fields are optional but recommended for better traceability.
Courier Service Provider Name (Optional)
Enter the name of the courier or logistics company (e.g., DHL, FedEx, local courier).
Shipment Tracking Link (Optional)
Add the tracking URL provided by the courier service.
This allows clinics and dentists to track delivery progress.
Order Shipment Date (Optional)
Select the date the order was dispatched from the lab.
Estimated Arrival Date (Optional)
Enter the expected delivery date for the shipment.
Best Practice: Providing shipment and estimated arrival dates helps clinics plan patient appointments accordingly.
Step 4 - Confirm Shipment
Review the selected services and entered shipment details.
Click Save CTA
Confirm the action if prompted
What Happens After Marking as Shipped?
Once the shipment is confirmed:
The status of the selected service(s) changes to Shipped.
The case timeline and shipment history are updated.
The clinic and dentist are notified via:
Email notification
In-portal notification
The shipment details become visible to the clinic and dentist for receiving and tracking.
Note: Services not selected for shipment remain in their previous status until shipped.
Handling Partial Shipments
Labs can ship services independently if they are completed at different times.
Each shipment action updates only the selected services.
Multiple shipment records may exist for a single case.
Best Practices for Lab Users
Verify service completion before marking as shipped.
Always select the correct services when shipping partially.
Provide tracking information whenever available.
Ensure shipment dates are accurate for compliance and reporting.
Use estimated arrival dates to improve clinic coordination.
Common Scenarios
Scenario 1 - Single Crown Shipment
Select the completed crown service.
Add courier and tracking details.
Mark has shipped.
Scenario 2 - Multiple Services Shipped Together
Select all completed services.
Enter a single set of shipment details.
Confirm shipment.
Scenario 3 - Services Completed on Different Days
Ship completed services individually as they become ready.
Remaining services can be shipped later.
Troubleshooting & FAQs
Q1. I don’t see the Shipment tab. Why?
The case may not be accepted yet.
You may not have the required permissions.
Q2. Are shipment details mandatory?
No. All shipment fields are optional but recommended.
Q3. Can I edit shipment details after marking them as shipped?
This depends on system permissions. If editing is not available, contact Smile Genius Support.
Q4. Will the clinic be notified immediately?
Yes. Notifications are sent as soon as the shipment is marked.
Key Takeaways
Orders can be marked as shipped only after case acceptance.
Shipment details are entered from the Shipment tab.
Labs can ship single or multiple services per shipment.
Shipping updates service status and notifies clinics and dentists.
This shipment workflow ensures transparency, timely communication, and smooth handover from lab to clinic.