4Collapse or expand boards using the arrow icon next to the board name.
Managing Workflow Cards
1Click '+ Add card' at the bottom of any column to create a new patient card.
2Enter the Case ID from your patient management system (avoid storing sensitive PHI).
3Drag and drop cards between columns as patients progress through stages.
4Click on a card to view details, add attachments, labels, and notes.
5Right-click a card for quick actions like changing status or color.
Using the Messaging System
1Click the chat icon in the bottom-right corner to open messaging.
2Select your workstation when prompted (first time only).
3Choose 'All Workstations' to broadcast to everyone, or select a specific workstation.
4Toggle 'Urgent' for important messages that trigger audio alerts.
5Unread message counts appear on the chat icon badge.
File Attachments
1Open a card by clicking on it.
2Go to the 'Details' tab and find the Attachments section.
3Click 'Upload' or drag files into the upload area.
4Supported formats: Images, PDFs, 3D scans (STL, PLY, GLB).
53D files can be rotated and zoomed for detailed viewing.
Alerts & Notifications
1Overdue cards (past due date) show an amber clock indicator.
2Blocked cards show a rose/red status indicator.
3The stats bar at the top shows counts of active, blocked, and overdue cards.
4Urgent messages trigger a sound notification.
Frequently Asked Questions
Can multiple people use SmileFlow at our practice?
Yes! SmileFlow supports multiple workstations within a single practice. Each team member selects their workstation when accessing the messaging system. However, the account is tied to one practice location—each site needs its own account.
Should I store patient names and details in cards?
We recommend using Case IDs or reference numbers from your existing patient management system rather than storing sensitive patient information. This keeps PHI secure while still allowing you to track workflow progress.
How do I change a card's status?
Right-click on any card to see the context menu, then hover over 'Set Status' to choose from Active, Blocked, Waiting, Completed, or Cancelled. You can also open the card details and change status there.
Can I customize the card colors?
Yes! Click on a card to open it, then use the color picker dots near the top to change the card's background color. This helps visually categorize different case types.
How do workstations work?
Workstations represent physical locations or team roles in your practice (e.g., Front Desk, Treatment Room 1, Lab). When you open messaging, you'll select which workstation you're at. Messages can then be sent to specific workstations or broadcast to all.
What file types can I attach to cards?
You can attach images (JPG, PNG), PDFs, documents, and 3D scan files (STL, PLY, GLB/GLTF). 3D files are rendered with an interactive viewer that lets you rotate and zoom the model.
How do I add custom labels to cards?
Open a card and go to the 'Labels' tab. Type your label text, select a color, and click the + button. Labels are useful for categorizing cases by type, urgency, or any custom criteria.
Can I see the history of a card?
Yes! Open a card and click the 'Activity' tab to see a timeline of all changes including status updates, column moves, and modifications.
What happens if I lose internet connection?
SmileFlow requires an internet connection. If you lose connectivity, changes won't be saved until you're back online. We recommend checking your connection if actions seem slow or unresponsive.
How do I switch between dark and light mode?
Click the sun/moon icon in the header to toggle between themes. Your preference is saved automatically.