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, while appointment and messaging notifications follow your active location.
Switching the active clinic location changes operational appointments, finance, dashboard tasks, 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 card at the top to switch; your choice is saved for your account and applies across pages, forms, and dialogs.
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 under Settings when you need to upgrade.
2. Create your practice
- Open Register practice (DentisMate onboarding).
- Enter the first clinic location and add further locations when needed. Registration creates one practice organization containing those locations.
- Complete the first admin account: name, email, and password. This user is your primary administrator after email verification.
- Submit the form. When registration succeeds, verify your email before signing in.
3. Verify email and sign in
- Check your inbox for the verification message and follow the link to confirm your address.
- Go to Sign in, enter your email and password, then submit.
- Choose the clinic location to open. With one available location, the app establishes that active session automatically.
- After login you land on the Dashboard (/dashboard).
- 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.
5. Workspace navigation
Once authenticated, use the left sidebar, the clinic location switcher at the top of the sidebar, and the top bar:
- Workspace: Dashboard, Appointments, Patients, Dental Lab Cases, Treatment Plans, Finance (admins and non-assistant roles), and Doctors.
- Other: Documentation (this guide, inside the app) and Settings (admins only).
- Subscription: Billing & SMS for plan management, payment history, and monthly SMS usage (admins only).
- Top bar: New appointment, Log payment (when Finance is available), notifications, and your profile.
- Switch locations from the sidebar dropdown. Shared patients, plan, and SMS quota apply practice-wide; the notification bell shows billing and SMS alerts everywhere, and appointment or messaging alerts for the active location only.
- Log out ends your session on this device. Use Log out all devices in the sidebar footer when you need to end every active session.
On narrow screens, open the menu icon in the top bar to reach the same links.
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 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.
7. Patients
The patient list supports search, pagination, add patient, edit, and archive. Open a patient name to view the full profile.
- 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.
- Dental chart: FDI tooth chart with conditions; 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.
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.
- 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.
- Edit, view, or archive rows from the Actions column; mark visits complete when your workflow uses completion and progress notes.
- 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.
10. Finance
Finance is for recording income and expenses at the active clinic location. Assistants do not see this section.
- 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.
11. Dental Lab Cases
- Open Dental Lab Cases from the sidebar to manage outbound lab work.
- Filter cases by status: All, Pending, In Progress, or Completed.
- Add or edit lab cases linked to a patient, laboratory, case type, and status.
- Laboratory partners are maintained under Settings → Labs (admin).
- Each patient profile includes a Lab Cases tab for work tied to that person.
12. Doctors
- The Doctors page lists clinicians used on appointments and finance entries.
- Add, edit, or remove doctors from the table; use pagination for long lists.
- Archived doctors can be restored or permanently deleted from Settings → Archive (admin).
13. Settings & billing
Available to admin accounts unless noted:
- Language: switch between English and Sinhala at the top of Settings. The choice applies to your account across the workspace.
- Profile: update your name, email, phone, and password.
- Location Settings: edit active-location details, currency, SMS sending toggle, and add clinic locations.
- Users: invite staff, assign roles (admin or assistant), and archive users.
- Doctors and Labs: manage directories used across the app (also available from dedicated sidebar pages where shown).
- Archive: review and restore or permanently delete archived locations, users, doctors, patients, appointments, treatment plans, and related records.
- Billing & SMS (sidebar): view the organization-wide plan and SMS quota, subscribe or change plan, update card, buy SMS packs, and review payment history.
14. 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.