Settings, branding & your account
Dark mode Every page has a Dark / Light button in the header — next to Help in the app, beside Sign in on the public site, and next to Sign out in the dentist portal. Every sign-in page carries it too — staff, dentist portal and the floor PIN pad — so a bench iPad can be set to dark before anyone signs in. Light is the default and stays the default: Casetop does not follow your operating system’s setting, so switching your Mac or phone to dark at sunset will not change your lab’s screens. The choice is remembered per browser, so a shared bench iPad and your own laptop can differ. Lab settings Lab → Settings: lab name, your order-inbox address, logo, brand colors (paints the dentist portal + emails), the dentist-portal custom domain, integrations (QuickBooks, and Stripe for dentist card payments), the physical ship-from address, Security (two-factor authentication), and Compliance (your BAA). Let staff move a case back a stage is off by default. Forward-only stage history is right for most labs — it makes the timeline a record rather than a whiteboard — but a lab that genuinely re-works in place can switch it on, and then anyone with case-write permission can move a case to an earlier stage in its own pipeline. A rewind pays no piece work for the stage it leaves: the credit is per stage record, a rewind opens a new record for the same stage, and crediting both would pay twice for one deliverable. When a case goes out to a practice and comes back — three optional settings in the same family. When you request approval, move the case to: set this and a case out for try-in stops reading "Received" to the doctor who is holding it. When a practice approves, move the case to: the one sensible next step, which you name. Both are forward only and neither goes into Shipped, because shipping bills the case and stays a deliberate click. When a practice asks for changes, move the case back to is backward, so it needs *Let staff move a case back a stage* above, and it pays no piece work for the stage being re-entered — one deliverable is paid once. Leave any of the three unset and the case stays where it is, which is the right answer until you have a stage that means it. Show prices on the order form is also off by default, because at a group practice whoever places the order is rarely the payer. Turn it on and your published catalog shows each item’s price to the office as they order. Portal footer sits under the colors: one line shown at the bottom of your dentist portal — opening hours, a phone number, whatever a doctor most often needs. Leave it blank for none. HIPAA BAA Settings → Compliance → Request BAA: the Business Associate Agreement arrives by email for e-signature and we countersign within one business day; the signed copy is downloadable from the same row at any time, together with its audit log (when and by whom it was signed — usually what a compliance reviewer asks for). We keep our own copy of both, so neither download expires. Our security posture, subprocessors and questionnaire are public at casetop.io/security. Your AI business analyst Every Sunday the admin (and anyone you add under Insights → Email settings) gets a weekly review: revenue vs. last month, case volume, A/R attention items, how your crown pricing compares to the national range, and a dentist watch — clients whose case flow is dropping, each with a drafted personal check-in email you can send. The latest review also lives on Office → Insights, next to turnaround and volume analytics. Collections, drafted for you On any outstanding invoice, Draft reminder writes the awkward payment email — gentle under 45 days overdue, firmer after. You copy, tweak, send. Time clock Production → Timecard: Punch in / punch out (also a badge on the Cases board), your week at a glance, and for admins a team-hours report for the last 7 / 14 / 30 days. Plans Holding a pilot or promo code? Type it into Promo code beside the monthly/annual toggle before you pick a plan — it is applied at checkout. A cancelled subscription shows Access ends with the date rather than a renewal countdown. Solo $89 / Small $189 / Mid $349 per month, plus a quoted Large tier for labs past 25 technicians or running several locations — flat, no per-user fees, annual = 2 months free. Manage everything at Lab → Billing (Manage subscription opens the Stripe customer portal to change plan, update your card, or cancel); cancellation takes effect at the end of the billing period. In the iOS and Android apps, subscriptions are managed on the web. Multiple labs One account can own or belong to several labs — switch from the header. Each lab keeps its own pipeline, team, dentists, and billing. Audit log Lab → Audit log records who did what, when, and from which IP. Two kinds of entry sit side by side: account and security events (sign-ins, invites, role and settings changes, QuickBooks connections) and the work itself (cases created, moved between stages and deleted; doctors and practices edited; invoices issued and voided), plus every notification sent to a doctor. A stage move is recorded whether someone pressed the button or a technician scanned a pan into a bench — the entry says which. Filter and search the list, or Export CSV to pull the whole window — the export is built server-side, so it is not limited to the rows on screen. One kind of entry can come from our side rather than yours: if we change something about your lab, it is recorded here with when and which of our team did it — so a change to your product is explainable rather than mysterious. That origin now covers privilege changes too — creating or reshaping a role, changing someone’s role or team, tuning one person’s permissions, creating a floor account, and connecting or disconnecting QuickBooks each record the IP and browser they came from, not only who did it. Each carries the IP and browser alongside the actor, which is what a security review asks for. Your account Click your initials in the header (top right) to open Your account — your name, email, role and permissions, a password-reset link, and Delete account. Deleting removes your identity and credentials and signs you out everywhere; the lab's case records stay without your name. A lab's only admin adds a second admin first (Lab → Team) or emails info@casetop.io to close the lab. Dentists have the same page in the portal. Public instructions: casetop.io/delete-account. Mobile apps Casetop is on the App Store and Google Play — free, included in every plan, and the same product rather than a shrunken website. Search "Casetop". A technician gets their own queue with big tap targets, scans a pan label with the phone’s camera to check a case in or out at a bench, and can dictate an Rx instead of typing it. An old iPad works as a station queue or a wall-mounted TV board, and your doctors get the dentist portal the same way. Sign in with email + password, Google, Microsoft, or a floor PIN — subscriptions are managed on the web, not in the app. Lab → Settings → Outsourcing partners is the list of labs and milling centres you already send work to. Add your own — we suggest none, and we take nothing when you use them. Each partner needs an order email address and one confirmation: that you have your own agreement with them, because sending a case shares a patient reference and scan files, which makes them your subcontractor rather than Casetop’s. Until that is confirmed no work can go out. Then on any case, Outsourcing → Send to a partner: pick who, tick which 3D files go, add a note and a date. They get an order email from you with the unit spec and a download link that expires rather than attachments — revocable, and we can tell you whether they collected the files. You move the job along as they tell you (Sent → Acknowledged → In production → Shipped → Received) and record what it cost you; that cost is yours, not a charge to the doctor, who pays your own price either way. Cancelled stops the job and the download link stops resolving with it, so a case sent to the wrong partner is recoverable rather than just regrettable. If the order email itself cannot be sent the job is still recorded, marked Failed with the reason, so a case never silently fails to go out. The doctor is not told a case went out — which lab you use is your business. Lab → Settings → Email from your domain puts your own address on dentist email. The logo and colours have always been yours; this is the identity. Enter the address you want to send as (e.g. cases@mail.yourlab.com) and we give you three CNAME records to add to your DNS — whoever manages your domain can do it in minutes, and it can take up to an hour to show up. Press Check again and the panel flips to "Sending as…". Nothing changes until it verifies: sending as a domain whose records are not live would get your mail filed as spam, so we keep using Casetop’s address until yours is ready. Sign-in and password emails always stay with Casetop — those are about a Casetop account, not your lab. To receive at your own address too, you have two options. Forward cases@yourlab.com to your order inbox — no DNS change, and a forwarded order usually keeps its verified sender, though when your mail server rewrites the message it arrives unverified and the reviewer links the doctor by hand. Or delegate the MX, offered once sending verifies: add one MX record (`10 mx.sendgrid.net`) to the subdomain and mail comes straight to us, so the doctor’s own sender checks arrive intact and every order keeps its verified badge. That MX must be the only one on the subdomain, which is why we refuse it on a whole domain — receiving at yourlab.com would take all of your email, not just lab orders. Sending from a whole domain is fine; only receiving is restricted.
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