Dashboard
By due date, to whoever is in with the lightest forward workload. Availability & leave now live under Staff.
ℹ How the system fits together
The full workflow is live: auth, staff, fleet, sterilisation, dispatch, cases, bookings, the practice portal, notes & files, deadlines, auto-assign, escalation automation and 15-minute backups.When a kit returns, set it to Received · Dirty in Scanner Fleet, then complete the Sterilisation checklist, then Dispatch to label and send it out. Cases is the searchable queue of practice-submitted work — search by reference or patient ref, filter by practice/status/type/date, and mark cases entered in Vevi. Changing a case's status now follows its lifecycle — the normal next step(s) depend on the case type's portrait-photo and try-in settings, with an admin override for anything else. Bookings shows delivery-date requests from the client portal, ready to confirm or cancel.
Tupel 3D MK3 units — every status change is logged permanently under your name. Tap a scanner for its full history.
Tupel 3D MK3 scanner
Photogrammetry unit, dispatched as a Standard or Full Arch kit
Scan flag set (box of 6)
Each SET carries its own unique reference, matched to the implant system, autoclaved between patients — threaded base (M1.4–M2.0)
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Scanner
Scanner info
Status historyAppend-only — corrections are new entries
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Sterilisation recordsImmutable DAMAS evidence — corrections reference the original
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One screen for the physical loop: today's run first. A scanner can't be marked Dispatched until its label exists — enforced in the database.
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Logistics calendar
scanner deliveries & returns · booked postal dispatches · post-by deadlines (appointment − postage days) · tap a day for the detail
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Enquiries
Every lead in one pipeline — website enquiries, discovery calls and phone contacts. Converted means a first confirmed booking.
Pipeline
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Search by case reference (full or partial) or the practice's patient reference, or filter below. Everything combines.
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Case
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Patient portrait (Article 9)Design staff only — every view is logged
Messages, notes & filesShared with the practice — append-only
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Case details — full specification & readiness
Case history & audit trail
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Linked dispatch — scanner & sterilisation cycle
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Conversations by case
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Each case carries its own message thread — opening one takes you to the case, where reading and replying happen in place (and marks it read automatically).
Completed & archived cases, filed by the month they were completed (never the month they started). Read-only; admins can un-archive from a case's page.
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Practice
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Xero is the source of truth for money, but nobody needs to open it: staff review and push drafts, an admin approves & sends from here (Xero emails the invoice with its payment link), and status mirrors back automatically every 30 minutes. Prices come from the admin price list on the Staff screen.
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Ready to invoice
Cases at Packaging / Invoiced with no draft in Xero yet — grouped by practice
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Invoices
Mirrored from Xero — drafts are issued by an admin's Approve & send; issued invoices can only be voided/credited, never deleted
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Quality
Remakes, adjustment cycles, QC first-pass yield and first-time fit — last 90 days vs the 90 before
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Production calendar
cases due vs daily capacity · designs due back · SJH returns · confirmed deliveries — tap a day for the detail
Our connectionsPractices that sent work in the last 12 months — arcs to the Horwich lab
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Availability, leave & auto-assign
Everyone is presumed IN Mon–Fri 09:00–17:00 — leave, sickness and appointments are the only exceptions. Moved from the dashboard (14 Jul).
Cases are ordered by due date. Each goes to whoever is in today with the lightest forward workload (open cases weighted by how soon they're due), preferring people who won't be away when it's due. Weekends, bank holidays and recorded absences are handled automatically; every assignment is audit-logged.
Upcoming & pending absences
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Staff accounts
Up to 5 active named users · Admin only
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HR System
Per-staff HR records — entitlement, GDC registration, employment details, signed contract · Admin only
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Absence Management
Sickness episodes — contact log, fit notes, return-to-work interviews, Bradford factor · Admin only
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Training & CPD
GDC cycle progress (50 verifiable hours / 5 years), records and PDPs · Admin only
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Courses
Catalogue and assignments — mandatory courses re-assign themselves on their renewal cycle
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Expenses
Approve claims, then one tap collates them into a payroll-ready CSV and marks them paid · Admin only
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Recent staff activityFrom the audit log
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Escalation settingsTimers for the automated chase-ups (engine runs every 15 min)
Logistics & automated alerts
Route planning start point and the configurable dashboard alerts
Alerts appear in the dashboard "Needs attention today" queue. The email option uses the same outbox as all other system email.
Smart defaults — lead times
Dates the system can work out are pre-filled (marked ) — staff always see and can edit them
Pre-fills the deadline modal and the In-design / At-SJH gates. Nothing is ever set silently — a used default is recorded in the audit trail.
Practice email notifications
ArchonX controls what practices receive — key updates only, practices have no off-switch
Per-practice override — rare; leave on Inherit unless a client asks for different:
Suppressed emails are still recorded in the email log, so there's always an audit of what was (or wasn't) sent.
Practice portal logins
Give a dentist portal access — including for existing practices
Referrals & offers
Refer-a-professional and Key Organisational Leader codes — both-party discounts apply at invoicing
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Discount percentages are recorded now and applied automatically at invoicing. New-client referral counts show on the Reports screen.
Lab contact details
Shown to practices in the portal — their "Email the lab" and "Call the lab" buttons use these
Courier tracking links (P51)
The portal turns tracking references into direct courier links using these patterns ({ref} is substituted). JSON — edit carefully.
Print pack — guarantee wording (P29)
Prints on the guarantee certificates. Drafted from the legal workflow (see ArchonX_Product_Terms_Guarantee_Draft.md) — every pack piece carries a red NOT FOR ISSUE banner until the solicitor box is ticked.
IOS scan pipelines (P45–47) — deployed dormant
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Platform account IDs (P43 — shown to practices on the portal Help page + printable insert)
To activate a platform: obtain credentials from the scanner platform → paste them as Edge Function secrets (Supabase → Edge Functions → secrets): Medit MEDIT_CLIENT_ID / MEDIT_CLIENT_SECRET / MEDIT_REFRESH_TOKEN · iTero ITERO_CLIENT_ID / ITERO_CLIENT_SECRET / ITERO_USERNAME / ITERO_PASSWORD · DS Core DSCORE_CLIENT_ID / DSCORE_CLIENT_SECRET (+ optional *_WEBHOOK_TOKEN) → confirm the CONFIG endpoint paths in the function against the vendor docs → register the webhook URL …/functions/v1/<platform>-scan-sync?token=<WEBHOOK_TOKEN> with the vendor → send a test scan with the case ref in the Patient field. The 15-minute poll backstop is already scheduled and no-ops until then.
Daily briefing — bespoke notices
Shown in every staff member's morning briefing popup until expired or taken down — use for policy or process updates
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Staff must acknowledge the morning briefing before using the system each day — every acknowledgement is recorded in the audit log against their profile.
Inbox — ignored senders
Emails from these senders never raise a review item — unless they contain a case reference, which always wins
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Rules are also added from the dashboard — "Dismiss & never flag this sender" on an EMAIL IN item. Practices, the designer and Vevi can never be filtered — five non-case emails from a practice followed by a case-related sixth all come through. Ignored emails still appear in the audit log (inbox_ignored). The system's own Morning/Weekly Briefings are ignored automatically.
Invoicing & price list
Seeds every draft invoice — staff can still adjust lines per case before pushing to Xero
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Every invoice also carries the three £0 included-service lines (scanner loan, try-in, P&P) so the client sees the full value delivered. Xero item codes: AX-PMMA, AX-ZIR, AX-SCAN, AX-TRYIN, AX-PP, AX-NONRESP — create matching items in Xero to have codes attach; lines push description-only until then.
Test data
Seeded rows are tracked in a registry — removal deletes ONLY those rows, never real data or code
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Audit & data export
Raw CSV downloads — open in Excel or drop into Claude and ask questions
Example question for Claude with these files: "who sterilised AX-SCN-01 for case AX-KG5P-014?" — use the sterilisation export (it includes the linked case and patient reference).
My details
Only you and an admin can see this. Keep it current — it's what we rely on in an emergency.
My employment
Set by the admin — ask if something looks wrong
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My documents
Your contract, certificates and other documents on file
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My leave
Jan–Dec leave year · weekends and bank holidays never cost a day
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Feeling unwell? Ring the lab — sickness is recorded for you, never requested. Your request goes to the admin with a capacity check of who else is off that week.
My requests
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My training & CPD
GDC enhanced CPD — log it with the development outcome and a short reflection
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My CPD log
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My development plan
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My courses
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My expenses
Snap the receipt, submit, done — approved claims are paid with payroll
My claims
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