Sign in to manage orders, routing, and lab operations.
Patients enrolled in the Smile Protection Plan who are still in active orthodontic treatment. Membership revenue is unearned until the in-retention scan arrives. These orders are kept out of the active processing pipeline so they don't crowd the operational queues.
Orders archived in Shopify. Automatic archiving applies only to fulfilled orders more than 30 days old — an order still in process is never archived, however old it is. Staff can also archive one by hand. Archiving is not deletion — every order stays intact. Open one to view its full record, or use "Open a Remake" to pull it back into the active pipeline for a Fit Guarantee remake.
Patients a practice enrolled at the start of treatment, and what the practice owes for them. Collected is not earned. Cash is deferred until that member's retention scan lands; only then is it revenue. Click a practice to see its members.
| Practice | Members | Awaiting scan | Collected | Deferred | Earned | Outstanding | Overdue |
|---|---|---|---|---|---|---|---|
| Loading… | |||||||
Every active practice, what it is switched on for, and when it last did anything. "Last activity" is the most recent enrolment or lab order, not a login: nothing records a practice signing in, and an order is the signal that matters.
Enroll a patient or place a retainer order for someone on the phone. You fill in the details here; payment happens in Shopify, by a pay link sent to the caller or by entering their card under Collect payment in Shopify admin. Never write a card number down anywhere else.
Issues a free-retainer code to a member whose plan does not include one. Use this only when someone has agreed to give this patient a retainer. It does not change anything for the rest of their practice, and it does not email the patient. Send the code with the Resend button on their card afterwards.
For a code you have already created in Shopify. This teaches our system about it so patients are quoted the right price and the doctor and clinician get paid. The rate and payouts are copied from the practice's existing codes, so you do not need to enter them.
Stops a code being offered to patients. It is not deleted: orders already placed with it still pay the doctor and clinician normally. To stop a code straight away, use yesterday's date, because a date means the end of that day.
Fixes a mistyped or changed address everywhere at once: their store account, their HubSpot record, and their redemption codes. Use this instead of editing the email in HubSpot, which leaves the store on the old address and shows the patient full price.
PDFs published here appear in every practice's portal under "My Marketing Materials", where they can download and print them. The same list goes to every practice.
Nine CSVs for QBO import: membership invoices (and credits), lab orders, the recognition journal, a summary with both deferred rollforwards and any warnings, doctor payouts, retainers owed, retainer sales, direct membership sales (deferred until the retention scan), and shipping income. Building a pack changes nothing. Once a closed month is frozen, the files are stored exactly as delivered and are never rebuilt; later refunds and cancellations land in the month they happen.
Earned and awaiting payment. A payout earns only when the patient's retention scan lands, so nothing here is speculative. Practices cannot see this.
| Name | Type | Coupon | Order | Earned | Amount | Action | |
|---|---|---|---|---|---|---|---|
| Loading… | |||||||
Who has access to the dashboard, when they last signed in, and who's active right now.
| Status | Name | Role | Last login | Current session | |
|---|---|---|---|---|---|
| Loading… | |||||
🟢 active in the last 3 min · 🟡 idle (seen within 30 min) · ⚪ offline · "Never" = key issued but never used. Presence updates while a staffer has the dashboard open. Login is tracked per personal key; break-glass admin-key logins aren't tied to a person.
Record that the orthodontist's office used this redemption code on the patient's behalf. The code will be marked redeemed and a courtesy email sent to the patient (unless suppressed).