Dentist portal
Removing a doctor, or just their portal access Office → Dentists keeps the three removing actions behind the ⋮ at the end of a row, so none of them is a stray click away from Edit. Revoke portal ends that doctor’s sign-in and leaves the doctor and their history alone — use it when the wrong person accepted an invite. The row itself then reads Portal revoked and offers Restore portal — the undo stays in plain sight rather than inside the menu, so a mis-click is reversible in one click — the doctor keeps the password they already had. Make inactive archives the doctor: they drop out of your pickers, keep their record, and their portal sign-in ends too. Remove is for a doctor added by mistake, and is the one control here that cannot be undone — the record leaves your lab for good and any portal sign-in ends with it, where the other two are reversible in a click. It is refused outright if they have any cases or invoices, since removing them would orphan that history, and the refusal tells you what is attached and to archive instead. If there is any chance you will want the doctor back, archive. A doctor’s portal account is not a team member and does not appear under Lab → Team. Their access is managed here, where the doctor is. What dentists get Their own sign-in (yourlab.portals.casetop.io, or your own custom domain) showing only their cases: live status, messaging with the lab, order submission with STL/PLY scan upload, Design files — anything you have sent them, which is any mesh you attached to a message — for them to download and print, one Approve the prototype button while you are waiting on them, and their invoices — payable by card right in the portal once you connect Stripe (Settings → Integrations). The portal menu is My cases, Messages, Invoices, Price list, Place an order — an office login sees the same minus Invoices and Price list, which stay with the doctor. A doctor answers in the conversation: one Send, with a ▾ beside it for Request changes — which attaches whatever they need to attach, a new bite scan included. While you are waiting on them that reply IS the answer and starts the next revision; on any other live case they can raise it anyway and do not have to wait for you to send the case to them. A note shows on your board as ASKED and a change request as a red CHANGE, until somebody deals with it, so a note is no longer something you find only by opening that case. Turn it off at Lab → Settings if you would rather be phoned. Inviting a dentist Office → Dentists → Invite to portal (the dentist needs an email on file). They get a branded email, set a password (or use Google / Microsoft sign-in), and they're in. Dentists who never log in still get email updates as cases move. The row tells you where each doctor stands, so you are never guessing whether you already invited them: Invited 4m ago means the email went and has not been used yet (the button becomes Resend invite, which sends another copy of the same link), Portal active means they have signed in — there is nothing left to send, so the button goes away — and Invite expired means the 14-day link lapsed and needs a fresh one. Forgotten a password? Forgot your password? on the portal sign-in page sends a reset link, and after resetting they land back in the portal — you do not need to re-invite them. If a doctor was never invited in the first place there is no password to reset: they get an email telling them so and naming your lab, and the fix is to send them a portal invite. Working an order out with the doctor An order a doctor submits is not a take-it-or-leave-it form. It is worked on together until it is good enough to become a case — the shape of an app-store submission. The doctor can edit, cancel or ask a question about their own order while you have not picked it up. The moment you open it, all three close to them — a question asked mid-review is one you might approve past without reading, and the doctor would be left thinking they had raised it. If you need something, send it back; after you accept, the conversation continues on the case, which already carries the order’s thread. Opening the order claims it. That locks it for the doctor, so what you are reading cannot change underneath you. Return to queue puts it back and unlocks them — use it if you opened the wrong row. It only applies to an order still under review; once you have accepted or declined one, that decision stands rather than being quietly undone. Instead of guessing or declining, press Ask the doctor… and say what you need. The order goes to Needs your input; the doctor edits and sends it back as the SAME order at revision 2, with the conversation intact. You are not stuck waiting on them either — an order sitting in Needs your input can still be accepted or declined from your side. A declined order can also be revised and resubmitted — declining is not a dead end. Either side can attach photos to a message on the order (up to 5 per message) — a shade question is usually a photo question. Files are stored against the order, so you can send one before any case exists. When you accept it, the whole conversation and its photos are copied onto the case, so nothing is re-keyed and nothing is lost. The doctor is emailed on the three outcomes that end a round trip — accepted, declined, and needs-your-input. These are on by default, because they answer a submission the doctor just made; “in review” is deliberately silent. Turn any of them off per doctor at Office → Dentists → Edit. A doctor who works with more than one lab They keep one account. Accepting the second lab’s invite asks them to sign in as the account it was sent to — if a different account is signed in, the page says which address to use. The invite then attaches to their existing sign-in rather than creating a second login — same email, same password. A lab switcher then appears at the top of the portal; choosing a lab repaints the portal in that lab’s branding and shows only that lab’s cases, messages, invoices and price list. Nothing is shared between labs: each one sees only its own work, and neither can tell which other labs the doctor works with. Orders The portal order form covers the restoration, material, shade, tooth chart, notes, file upload up to 200 MB per file (.stl/.ply/.obj/.dcm, photos incl. HEIC, PDF, text), and multi-unit cases via + Add another unit. Orders arrive in your Intakes queue for review. If you publish a catalog (Office → Price lists → Catalog → Orderable), the form offers your products instead of a generic restoration list — your codes, your names, your tiers — so an office cannot order something you do not make and the order arrives already matched to the thing you price. An arch-basis product asks for upper / lower / both rather than a tooth chart, and “both” becomes two units, because that is how it is designed, milled and priced. Prices are hidden unless you turn them on in Settings. Publish nothing and the open restoration form stays exactly as it is — no lab loses the form it has. Messaging Each case has a two-way thread. 📎 Attach puts files on an individual message — a shade photo, an annotated x-ray, a signed form — up to 10 files and 120 MB each, from either side — sized for a scan, not just a photo. A message can be a file with no words at all. Images preview inline; anything else shows as a named link, and a message carrying more than one offers Download all N (.zip), which saves the lot as a single archive rather than one download per file. Files stay behind the portal's sign-in, so a dentist emailed about a message with attachments is told what came with it and opens the case to view — we never put a link to a patient file in an email. Dentist replies by email (or text) thread straight into the case — they never have to log in if they don't want to. Smart replies: the ✍️ Draft button on the case page writes a reply from the real case state (stage, due date, recent thread) into the composer — you edit and send. A ✦ Summarize button condenses long threads on both sides. Branding Settings → your logo plus two brand colors (primary + accent for the active stage) paint the whole portal and every dentist email; color changes save automatically. A true custom domain (portal.yourlab.com) is self-serve: enter it under Settings → Dentist portal, add the CNAME the page shows at your DNS provider, and Casetop verifies DNS and provisions routing + TLS (the page shows "resolves ✓" and "live" when done).
This page uses JavaScript to render its full interactive content. Enable JavaScript, or continue reading at
https://casetop.io/docs/dentist-portal.