Getting started
What we send you, and when. About six hours after you confirm your email we send one welcome note naming the parts of Casetop most likely to matter to you, with a link to book a walkthrough at /book-demo. If you have not been back four days later, you get one reminder — and nothing after that. If your email is never confirmed we send a note at 48 hours with a fresh confirmation link, and one final reminder four days on. Signing in, or booking a demo, stops the follow-up. All of them are sent between 8am and 6pm in your own timezone, worked out from where you last signed in — nothing from us should land at 3am. Create your lab Sign up at casetop.io/signup — you get a 30-day free trial, no card needed. Verify your email and your first visit lands on the setup checklist at /onboarding; after that, Cases is home. The setup checklist The checklist tracks six real steps against your lab's data — nothing is ticked until it's actually done: Lab profile — your lab name (Lab → Settings). Brand the portal — logo + brand colors, which paint the dentist portal and every dentist email. Invite your team — Lab → Team → + Invite team member (or + Floor account (PIN) for bench techs without email). Add your dentists (Office → Dentists). Cases belong to dentists, so you need at least one. Migrate cases — optional; bring dentists, materials, pricing and cases over from LabStar/3Shape, LabNext or any CSV (Lab → Migrate). Connect QuickBooks — Lab → Settings → Integrations. Your first case Add materials + pricing first (Office → Materials, then Office → Price lists — put what you sell in the Catalog and give each product a price on your Standard list; when a case ships, its lines price themselves from the account's list). Then Cases → + New case: pick the dentist, then for each unit the tooth #, product, restoration, material, shade and quantity, then the due date. The Product picker offers your own catalog — the same list your practices order from — and picking one is what prices the case against your rate card; typing the name as free text instead leaves the case unpriced. Leave it on “none” and the price is inferred from the restoration and material. Leave Pipeline and Assign to on Auto unless you want to override your routing rules. Finding anything What a case card shows The card is yours to set: Production → Workflow → Board card. Tick up to five lines — patient reference, restoration, doctor, practice, tooth numbers, date received, assigned technician, unit count — and order them. A preview beside the checklist shows a real card as you go. The case number and the due date are always there, in the header and the footer, so they are not on the list. If you run several pipelines you can give one its own card (pick it under Which board); a pipeline without one follows the lab’s. This matters most when all your work is one product: the standard card led with the restoration, so a lab doing only crowns saw a column of identical cards — lead with the patient instead. Reset to default puts it back to case number · restoration · doctor · due date; it stages the change so you see the preview, and Save card applies it. The TV board uses the same card, trimmed to three lines because it is read from across the room. Press ⌘K / Ctrl+K anywhere (or click the Search box in the header) and type what you want — "invoices", "check in", "pricing", "team", or a case number to open that case. You never need to know where a feature lives. The header menus group everything: Cases, Intakes, My queue, Scan, Station up front, then Production (Workflow, Quality, Shipping, Timecard, TV board), Office (Accounts, Dentists, Invoices, Materials, Price lists, Pricing rules, Inbox, Insights) and Lab (Team, Roles, Notifications, Migrate, Billing, Settings, Audit log, API & webhooks, Documentation). Getting help The Help button in the header (the "?" on narrow screens, or the floating "?" bottom-right) opens the AI assistant — it knows this documentation and can escalate to a human by email. Only the pages your permissions allow appear in the menus. Opening a page you can't use shows "You don't have access to this page" — ask an admin or manager to grant it on Lab → Team → Permissions.
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