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How to use DentisMate

This guide covers onboarding and every main area of the app, with full detail on Settings and Clinic Settings. You can read it without signing in at /docs. After sign-in, open Documentation in the sidebar for the same content inside your workspace.

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OverviewCreate your practiceVerify email & sign inForgot passwordWorkspace navigationDashboardPatientsAppointmentsTreatment PlansFinanceInventoryDental Lab CasesDoctorsSettingsClinic SettingsBilling & SMSGet help

1. Overview

DentisMate gives a dental practice one organization account with one or more clinic locations. Patients, medical history, dental charts, billing, and SMS quota are shared across the practice. Billing and low-SMS alerts appear in notifications at every location; appointment and messaging notifications follow your active location.

Switching the active clinic location changes operational appointments, finance, dashboard tasks, inventory stock views, and lab-case work. It does not change the practice account or hide shared patient records.

The workspace supports English and Sinhala. Open Settings and use the language preference to switch; your choice is saved for your account and applies across pages, forms, and dialogs. This Documentation page also has its own English / සිංහල switcher.

Some features depend on your subscription plan (for example stored reports and attachments, email summaries, WhatsApp sharing, and on Standard or Premium a secure public patient report page with OTP access). Trial and paid plans differ; open Billing & SMS when you need to upgrade.

Roles: Admin (full settings, archive permanent delete, billing), Manager (operations, clinic settings, finance, team management — no permanent archive delete or billing plan changes), Assistant (patients, appointments, chairside work, personal preferences only).

2. Create your practice

  1. Open Register practice (DentisMate onboarding).
  2. Enter the first clinic location and add further locations when needed. Registration creates one practice organization containing those locations.
  3. Complete the first admin account: name, email, and password. This user is your primary administrator after email verification.
  4. Submit the form. When registration succeeds, verify your email before signing in.

3. Verify email and sign in

  1. Check your inbox for the verification message and follow the link to confirm your address.
  2. Go to Sign in, enter your email and password, then submit.
  3. Choose the clinic location to open. With one available location, the app establishes that active session automatically.
  4. After login you land on the Dashboard (/dashboard).
  5. If the verification email is missing, use Resend verification from the login screen (enter your email first).

4. Forgot password

From the login page, open the forgot-password flow.

Submit your account email and follow the reset link sent to your inbox.

Set a new password, then sign in normally. A successful reset is confirmed on the login page when you return.

6. Dashboard

  • See a time-based greeting and summary cards for today’s appointments, total patients, dental lab cases, and net income (when Finance is enabled).
  • Review today’s appointment list and open, edit, archive, or complete visits from the table.
  • Use Today’s priorities for chair schedule, unpaid visits, lab cases ready for review, top patient source, and shared team reminders you can add or check off.
  • Skim trend charts for patients and appointments over day, week, last six months, or a custom range.
  • Under Practice insights, review Treatment mix (procedures from progress notes) and Lab case types (outbound lab work by case type). Click a segment or legend row to drill into matching records.
  • Admins and managers with Finance access also see an income vs. expense chart with income, expense, and net profit totals. Switch between 7 days, 30 days, monthly, or all time.
  • Create appointments from the dashboard table or the top-bar New appointment button.
  • Appointment card colors follow Clinic Settings → Treatments (no color, status colors, or custom treatment colors).

7. Patients

The patient list supports search, pagination, add patient, edit, and archive. Open a patient name to view the full profile. Which fields appear on Add/Edit patient is controlled under Clinic Settings → Patients.

  • Profile header: edit demographics, archive the patient, and—when your plan includes it—WhatsApp summary, Email summary, and Print summary (PDF). Available on Trial, Standard, and Premium. Email and WhatsApp require a patient email or mobile number on file.
  • Clinical record tabs: Visit History, Medical History, Progress Notes, Dental Chart, Lab Cases, Treatment Plans, and—on eligible plans—Reports and Images. The core patient record is shared across the practice.
  • Visit History: a timeline of past visits with quick links to related records.
  • Progress notes: add visit notes; email or WhatsApp visit receipts per row when email/WhatsApp reports are enabled. Receipt layout follows Clinic Settings → Receipts.
  • Dental chart: FDI tooth chart with conditions from Clinic Settings → Dental chart; chart summary modal; email or WhatsApp chart summary on supported plans.
  • Treatment Plans: view ongoing and completed treatment cases for this patient, open plan details, and book follow-up appointments from an in-progress plan.
  • Reports: upload PDF or Word files (.pdf, .doc, .docx), up to 10 MB each. A source-location label identifies where a shared file originated. View, email, SMS, or WhatsApp share secure public links when enabled (patient verifies with OTP before opening).
  • Images: upload clinical photos and X-rays (JPEG, PNG, GIF, WebP, HEIC only), up to 10 MB each. Same view and sharing actions as reports.
  • Reports and Images are available on the free trial, Standard, and Premium. If tabs are hidden or show an upgrade message, check Billing & SMS for your plan status.
  • SMS/email sharing for receipts, reports, and attachments respects Clinic Settings → Notifications for the active location.

8. Appointments

  • Browse appointments in a paginated table with status filters: All, Scheduled, Confirmed, Completed, and Cancelled.
  • Add an appointment with Add appointment or the top-bar New appointment shortcut.
  • Required fields on the booking form (patient, date, dentist, time, procedure/reason) and bookable hours come from Clinic Settings → Appointments.
  • When creating an appointment, complete Step 1 (patient, date, dentist) before choosing a visit type in Step 2.
  • Visit types: Single visit (one-off check-up or procedure), Follow-up (next visit for a treatment already in progress), or Multiple visits (starts a multi-visit treatment plan).
  • For follow-up or multiple-visit bookings, link the appointment to an existing treatment plan or start a new plan with treatment type, full treatment fee, and optional planned visit count.
  • Treatments offered in booking come from Clinic Settings → Treatments (active treatments; favorites appear at the top).
  • Edit, view, or archive rows from the Actions column; mark visits complete when your workflow uses completion and progress notes.
  • Completing a visit may show prescription, dental materials, payment method, next-visit booking, and lab-work prompts — controlled under Clinic Settings → Appointments (After completing a visit) and per-treatment flags.
  • Payment status (for example Paid or Insurance) appears on each row where recorded.

9. Treatment Plans

Treatment Plans track multi-visit work such as braces, root canals, or crown-and-bridge cases. Plans are shared across the practice; balance and visit progress follow the patient.

  • Open Treatment Plans from the sidebar to see all plans at the active location.
  • Search by patient or treatment name; filter by status (In progress, Completed, Cancelled) or by date created.
  • View plan details to see visits, payments, balance, and audit history.
  • Edit plan details or archive a plan from the table actions.
  • Book follow-up opens the appointment form with the patient and treatment plan pre-selected.
  • Plans can also be started when booking a Multiple visits appointment, or viewed on the patient profile under the Treatment Plans tab.
  • When you complete an appointment tied to a plan, choose whether the patient needs more visits or the treatment is finished—this updates the plan status. The “book next visit” prompt can be turned on/off in Clinic Settings → Appointments.

10. Finance

Finance is for recording income and expenses at the active clinic location. Assistants do not see this section. Admins and managers do.

  • Summary stats show income and expense totals for today and the current month at the top of the page.
  • The main table lists income and expense entries with type filters and pagination.
  • Add or edit entries with category, amount, optional doctor, notes, and date.
  • Download Report exports finance data as a PDF for the selected records.
  • Currency formatting follows the active location’s currency in Clinic Settings → Clinic.

11. Inventory

Inventory tracks stock items at the active clinic location. Categories and suppliers are configured under Clinic Settings → Inventory; day-to-day stock lives on the Inventory page in the sidebar.

  • Open Inventory from the sidebar to list products with quantity, category tree (category → product → variation), optional supplier, and price.
  • Add, edit, view, or archive stock items. Low-stock alerts appear when quantities fall below your thresholds.
  • Before you can organise items cleanly, set up categories and suppliers under Settings → Clinic Settings → Inventory.
  • Column visibility (for example supplier or price) can be toggled on the Inventory table and is remembered in the browser.

12. Dental Lab Cases

  • Open Dental Lab Cases from the sidebar to manage outbound lab work for the active location.
  • Filter cases by status (for example Pending, Sent to Lab, In Progress, Received, Completed).
  • Add or edit lab cases linked to a patient, laboratory, work type, and status. Work types available in the form are configured under Clinic Settings → Lab cases.
  • Laboratory partners are maintained under Settings → Team → Labs (admin/manager).
  • Print and email job forms, fee fields, auto-email on create, and paper/font size follow Clinic Settings → Lab cases. Share-lab-case email must also be enabled under Notifications.
  • Each patient profile includes a Lab Cases tab for work tied to that person.
  • After completing certain visits, you may be prompted to create lab work if Clinic Settings → Appointments has the lab prompt enabled.

13. Doctors

  • The Doctors page lists clinicians used on appointments and finance entries.
  • You can also manage doctors under Settings → Team → Doctors (admin/manager).
  • Add or edit: name, registration number, contact details, assigned clinics, signature and personal seal uploads (used on printed receipts when Receipts settings enable them).
  • Archived doctors can be restored or permanently deleted from Settings → Archive (permanent delete is admin-only).

14. Settings (General, Team, Archive)

Open Settings from the sidebar. Admins and managers see four top tabs: General, Clinic Settings, Team, and Archive. Assistants only see personal preferences (password, language, theme, text size).

14.1 General

  • Preferences: language (English / Sinhala), theme (light / dark / blue), text size, and change password.
  • Roles & access guide: quick reference for Admin, Manager, and Assistant permissions.
  • Locations list: switch active location, edit location details, archive access, and add locations (subject to your plan’s max clinic count).
  • Practice branding: organization display name and logo (PNG, JPG, WebP, or SVG, max 1 MB) shown in the sidebar for everyone.

14.2 Team

  • Staff: invite or edit users with role Admin, Manager, or Assistant; set password; assign clinic locations; archive users.
  • Doctors: same clinician records as the Doctors page, including registration number, signature, and seal.
  • Labs: name, code, contact person, phone, email, address, and assigned clinics.

14.3 Archive

Admin-only for permanent delete. Managers may have restore access depending on policy; permanent delete remains admin-only.

  • Browse archived: Locations, Users, Doctors, Patients, Appointments, Income & Expense, Laboratories, Lab cases, Progress notes.
  • Restore brings a record back into normal lists.
  • Permanent delete removes the record forever — use with care.
  • Treatment plans are archived from the Treatment Plans page actions (not listed as a separate Archive tab).

15. Clinic Settings (full guide)

Clinic Settings is the practice configuration area under Settings → Clinic Settings. Changes apply to the active clinic location unless noted (branding is organization-wide). Only admins and managers can edit these settings.

Use the nested tabs: Clinic, Treatments, Appointments, Patients, Notifications, Receipts, Lab cases, Inventory, Prescriptions, Dental chart.

15.1 Clinic

  • Locations table: Switch (set active location), Edit, Archive access, and Add location.
  • Edit location fields: name, short code, currency (LKR, USD, EUR, GBP, INR, AUD), phone number, and address. Currency drives money formatting across appointments, finance, inventory, and receipts for that location.
  • Practice branding (also reachable from General): branding name and logo for the sidebar. Empty name falls back to the default DentisMate label.
  • SMS sending is not a toggle on the location edit form. Configure SMS under Notifications (gateway + per-event SMS/email switches) and buy credits under Billing & SMS when using DentisMate SMS.

15.2 Treatments

Manage the treatment catalog and how appointment cards are colored for this location.

  • Appointment card colors — No color code: neutral cards. Default color code: light green for completed, light red for cancelled. Custom color codes: color by each treatment’s display color on dashboard, calendar, and schedule.
  • Add / edit treatment: name, usual price (optional; pre-fills when booking; can change per patient), and appointment card color.
  • Show at top of list: favorites appear first when booking.
  • Show when making appointments: turn off to hide from booking while keeping the treatment in the catalog.
  • Requires dental lab work: mark crowns, bridges, dentures, veneers, implants, and similar. Used with the visit-complete lab prompt (“lab treatments only”).
  • Require tooth selection: ask for tooth number(s) when completing a visit with this treatment.
  • Require dental material selection: ask for material used; tooth selection is also required. Optionally restrict allowed materials from the dental materials catalog.
  • Allow multiple teeth: staff may select more than one tooth for this treatment on a visit.
  • Update dental chart on completion: apply a selected chart condition (from Dental chart settings) to chosen teeth when the visit completes.
  • View, edit, or delete treatments from the list. Deleted/inactive treatments no longer appear in booking when inactive.

15.3 Appointments

Three areas: New appointment form fields, After completing a visit, and the Dental materials catalog.

  • New appointment form — require any of: Patient, Date, Dentist, Time, Procedure / reason. Defaults: patient, date, and dentist required; time and procedure optional.
  • Bookable hours — All day, or Custom window with start and end times (default window roughly 07:30–20:30). Time slots outside the window are not offered.
  • After completing a visit — Include prescription step (default on): show prescriptions before payment.
  • Include dental materials step (default off): enable tooth/material capture; per-treatment tooth/material rules still apply.
  • Require payment method (default off): staff must pick a payment method before save.
  • Ask to book next visit (default on): when a multi-visit treatment plan is still open, prompt to schedule a follow-up.
  • Ask about lab work (default off): after save, ask if crown/bridge/denture or other lab work is needed.
  • Lab treatments only (default on when lab prompt is on): only ask when the visit includes treatments marked Requires dental lab work.
  • Dental materials catalog — CRUD list of material values (name/value, active, sort order) used in the visit materials picker.

15.4 Patients

Control which fields appear on the main Add/Edit patient form and which are required.

  • Fields you can show or require: first name, last name, mobile, email, gender, age, address, civil status, occupation, religion, how heard (referral), guardian, guardian contact, remarks.
  • Defaults: main form shows first name, last name, mobile, email; required fields are first name and mobile.
  • Fields not shown on the main form can still be managed later from the patient profile where the product allows.

15.5 Notifications

Location-scoped SMS gateway and per-event SMS/email switches.

  • SMS gateway — DentisMate account: uses DentisMate SMS credits (see Billing & SMS). Optional sender mask (source address).
  • SMS gateway — Custom (clinic Dialog eSMS): clinic’s own eSMS username, password, and source address; does not consume DentisMate credits.
  • SMS & Email Settings rows (each can enable SMS and/or Email unless noted): Appointment booking; Appointment completed; Share receipt; Share reports; Share attachments; Share lab case (email only).
  • Defaults: all switches on. Turn off channels you do not want for this location.
  • Auto-email lab job forms also requires Lab cases → auto-email on create, a laboratory email on file, and Share lab case email enabled here.

15.6 Receipts

Controls printed/shared payment receipts and how related content appears on receipts and prescription slips.

  • Paper size: A4, A5, A3, or Letter. Font size: Extra small through Maximum (scaled to paper size).
  • Layout lines: Header divider, Title dividers, Section dividers, Payment table row dividers.
  • Dental insights placement: Off, Payment receipt only, Prescription only, or both.
  • Visit remarks placement: same options as dental insights.
  • Footer: Signature footer (date, disclaimer, authorization area); Clinic seal; Doctor signature; Doctor seal. Clinic seal, doctor signature, and doctor seal require the signature footer.
  • Upload a clinic seal image for this location. Doctor signature and seal are uploaded per doctor under Team → Doctors.
  • These settings apply when printing or sharing visit receipts / prescriptions from progress notes and visit completion flows.

15.7 Lab cases

  • Email lab when a case is created (default on): auto-sends the job form if the lab has an email and Share lab case email is enabled under Notifications.
  • Allow printing lab job forms (default on): shows print actions on lists and details.
  • Enable lab fee details: show lab fee and payment fields when creating/completing cases. Turn off if you only track cases sent to/received from the lab without fees.
  • Show pricing: include final price, paid today, and balance on print/email forms (depends on fee details being enabled).
  • Paper size and font size for job forms (same size options as receipts).
  • Work types: enable default types (PFM Crown, Implant Crown, E-max Veneer, Metal Partial Denture, and others) and add custom work types for the tooth-work dropdown. At least one work type must remain enabled.

15.8 Inventory (catalog)

This tab configures catalogs used by the Inventory page — not day-to-day stock quantities.

  • Categories: build a tree of category → product → variation used when adding stock items.
  • Suppliers: name, account number, contact, phone, email, address, and active flag.
  • After catalogs are ready, manage stock quantities and alerts on the Inventory sidebar page.

15.9 Prescriptions

  • Entry mode: preset list only, stepwise only, or both (configured at the top of Prescriptions settings).
  • Prescription presets: full regimens staff can add in one tap (e.g. Paracetamol 500 mg bd for 5 days).
  • Three catalogs used when building prescriptions stepwise: Medicine, Strength, and Frequency.
  • Each catalog item can be active or inactive. Frequencies can skip duration when that makes sense clinically.
  • Medicines can override whether strength, frequency, or duration is required when that medicine is selected.
  • The prescription step itself is toggled under Appointments → After completing a visit.

15.10 Dental chart

  • Manage chart conditions: value (internal slug), label (shown to staff), color, and active flag.
  • Conditions appear on the patient Dental Chart and in treatment settings when Update dental chart on completion is enabled.
  • Inactive conditions are hidden from new chart updates but historical data remains.

15.11 How Clinic Settings connect to daily work

  • Booking form fields & hours → Appointments settings.
  • What staff can book → Treatments (active / favorites / prices / colors).
  • Patient registration form → Patients settings.
  • Visit complete wizard → Appointments (visit complete) + Treatments (tooth, material, lab, chart flags) + Prescriptions catalog + Dental materials catalog.
  • SMS/email sends → Notifications + SMS gateway + Billing credits (DentisMate mode).
  • Printed receipts / prescriptions → Receipts + doctor assets on Team → Doctors.
  • Lab job print/email → Lab cases + Notifications (share lab case) + Team → Labs.
  • Inventory stock screen → Inventory catalogs here + Inventory page for quantities.

16. Billing & SMS

Open Billing & SMS from the sidebar (admins only). Plans and SMS quota are organization-wide.

  • View current plan, clinic-count limits, and SMS usage.
  • Subscribe or change plan; pay via supported methods (for example PayHere or bank transfer where offered).
  • Buy SMS packs when using DentisMate SMS gateway mode.
  • Review payment history and cancel renewal when needed.
  • If a location uses Custom eSMS, SMS sending uses the clinic’s own Dialog eSMS account instead of DentisMate credits.

17. Get help

Signed in: open Documentation in the sidebar (you stay in the workspace).

Without signing in: read the same guide at /docs on the marketing site.

Questions or onboarding: use Contact us and include your practice and account email so support can find your workspace quickly.

Return to the public website from the marketing home page.