LabCaseBook for labs — the complete guide

1What LabCaseBook is

LabCaseBook replaces WhatsApp threads with one structured case per restoration. For a lab that means: every incoming order arrives complete (the app blocks incomplete prescriptions), shade photos arrive at full resolution with zero compression, and your whole workload lives on one live Production board instead of twenty chats.

• Complete orders only — restoration, material, shade, margin, occlusion notes, due date, and teeth are all guaranteed present.
• True colours — photos are never recompressed; what the dentist shot is what you see.
• One board for the whole lab — every case, stage, technician, and deadline in one live view.
• Recorded remakes — every remake carries a reason chosen by the clinic, stored forever. That record settles who pays.
• A scorecard that sells for you — your on-time and remake rates are computed from real cases and shown to clinics in the directory.

2Create your account and lab

1. 1
   Open LabCaseBook and tap Sign in → Sign up.
2. 2
   Enter your Full name, Email, and a Password (at least 6 characters), then tap Create account.You'll see: “Check your email to confirm your account, then sign in.” Open the email and tap the link.
3. 3
   Sign in. LabCaseBook will ask you to Create your organization.
4. 4
   Choose Lab, type your lab's name, and tap Create organization.You become the Owner, and your lab appears in the clinic directory automatically — clinics can now find you and request to connect.

3Install LabCaseBook in the lab

LabCaseBook installs like a native app from the browser — no app store. Put it on the lab's front-desk computer for the board, and on phones for notifications on the go.

1. 1
   Open LabCaseBook and tap Enable alerts in the header, then Allow.Repeat on each device — alerts are per device. New cases, messages, and remakes will then notify you instantly.

4Accept your clinics

Clinics find you in the directory and send connect requests. Only connected (partner) clinics can send you cases — and only those clinics' cases are ever visible to you.

1. 1
   When a clinic requests you, you get a “New partnership request” notification. Open Partners.You'll see “Clinics & requests” with pending requests at the top.
2. 2
   Tap Accept to start working with the clinic (or Decline).On accept, the clinic is notified and can immediately send you cases.

Your Your scorecard panel on the same page shows what clinics see about you in the directory: On-time, Remake, Turnaround, Done (section 14). Either side can later disconnect a partnership — existing cases remain visible to both parties.

5Add your technicians

Each technician gets their own account inside your lab's organization, so you can assign cases to them and see per-technician productivity.

1. 1
   Ask the technician to create a LabCaseBook account first (sign up + confirm email — they should NOT create an organization).
2. 2
   Open Team in the header.
3. 3
   Under Add a team member, enter their account email, pick Member, and tap Add.

6The Production board

Your dashboard IS the lab: the Production board shows every case as a card in one of four live columns. It updates by itself when anything changes, on every screen in the lab at once.

Above the columns, four live tiles summarise the day: Active (all open cases), Due today (active cases due today), On-time (share of completed cases delivered by their due date), and Remake (share of completed cases that needed a remake).

Each card shows the case number, restoration and unit count, the patient (if named), the production stage chip, the clinic, the assigned technician's initials, and the due date — with Due today in amber and Overdue in red. Use Search cases to filter by case number, patient, clinic, restoration, or shade.

7A new case arrives

1. 1
   You get a “New case received” notification, and the case appears in New on the board. Tap the card.
2. 2
   Read the Prescription: teeth (FDI), restoration type, material, shade system and shade, margin design, bite/occlusion notes, due date — and the seating appointment if the clinic set one.Everything required is guaranteed filled — LabCaseBook blocked the clinic from sending it otherwise.
3. 3
   Open Photos & files: shade photos at full resolution (tap a photo to open it at full size), impression photos, and Download chips for scan files (STL/PLY), X-rays, and documents.The Full resolution badge means the file is byte-for-byte what the clinic uploaded.
4. 4
   Anything unclear? Ask in Messages before starting — the whole clinic team sees it.
5. 5
   Ready to work? Tap Start production.The case moves to In production, and the clinic sees it live.

8Run production: stages and technicians

On the case page, the Production panel is yours alone — the clinic never sees stages or technician names, only the main status.

1. 1
   Tap the current Stage as work progresses: Design → Mill / print → Finishing → QC → Ship.The stage shows as a chip on the board card, so anyone in the lab sees where every case stands without asking.
2. 2
   Assign the case from the Technician dropdown.The technician's initials appear on the board card, and their numbers feed the productivity report (section 15).

Stages are an internal organisation tool — you can tap them in any order, and they never notify the clinic.

9Finish and mark ready

1. 1
   When the work passes QC, open the case and tap Mark ready.The clinic is notified instantly; the card moves to Ready to ship on the board.

Arrange the physical handover with the clinic the way you already do — courier, driver, or in person. LabCaseBook doesn't schedule that; use the case Messages thread to agree the timing and share any tracking details.

The clinic fits the restoration and taps Confirm fit & close — the case lands in Done and starts counting toward your scorecard.

10Message the clinic on the case

Every case has its own Messages thread. Type and tap Send — the clinic team gets a “New message” notification. Use it for anything: confirm a shade choice, flag a thin preparation, agree a delivery change. It stays attached to the case forever, so disputes are settled by scrolling up, not by memory.

11When a clinic requests a remake

1. 1
   You get a “Remake requested” notification, and the case returns from Ready to In production — marked Attempt 2 (then 3…).
2. 2
   Open the case: the clinic's chosen reason shows at the top (with the attempt number), photos of the problem are in Photos & files, and the clinic's reason and written note are in History under “Remake requested”.
3. 3
   Set your stages again and re-make the work, then Mark ready as usual.

Every remake is recorded permanently with its reason, the clinic's note, and the attempt number, alongside the photos on the case. If the cause was a clinic-side issue (e.g. impression quality), the record shows it; if lab-side, it shows that too. That record is the referee for who pays, and it feeds your Remake rate, so clean work directly builds your public scorecard.

12Set your price list

Set prices once in Billing; invoices are then generated from them automatically. Clinics never see your price list — only the final invoice amount.

1. 1
   Open Billing → Price list → Add a price.
2. 2
   Pick the Restoration, optionally a specific material (or leave Any material), enter the Price per unit in EGP, and tap Add price.A material-specific price overrides the “any material” price for that restoration. One unit = one tooth.

13Invoice and get paid

1. 1
   When a case is Ready (or closed), open it and tap Generate invoice.LabCaseBook computes it: your price per unit × the number of teeth on the prescription. The clinic is notified.
2. 2
   Track money in Billing: every invoice Paid / Unpaid, and the total under Outstanding (owed to you).
3. 3
   When the clinic pays you (cash, transfer, InstaPay — however you collect today), tap Mark paid to record it.Either side can record the payment. LabCaseBook is the ledger; it doesn't move money.

One invoice per case, and its amount stays as generated — so make sure the price list is right before you tap Generate invoice (section 12). A paid invoice is locked forever.

14Your scorecard — how the numbers work

Clinics comparing labs in the directory see four numbers, computed from your real LabCaseBook cases. You see the same numbers under Your scorecard in Partners.

Before your first case arrives, clinics see “No data yet” — and the percentages fill in as you complete cases.

15Your lab's analytics

Open Analytics for the business view: Active and Completed cases, On-time and Remake rates, Avg turnaround, Billed and Outstanding totals — plus Revenue by clinic (who your best customers are), Revenue by restoration (what earns most), and Technician productivity (cases assigned and completed per technician).

16Common problems and fixes