Workspaces

By the end of this page you'll know which workspace each role works in, how to set where a team member lands, and what the clinical workspace offers today.

Two workspaces

SmileLine is split into two workspaces, each with its own sidebar:

• CRM — the front-desk product most of this guide is about: Today, Patients, Journeys, Calendar, Inbox, Marketing, Referrals and Reports. Its pages live under /crm/… — for example /crm/today, /crm/patients and /crm/journeys.
• Clinical — the practice management workspace, built around the day's appointments: the Day, Patients, To do, Inbox, Till and Reports, plus the patient record. Its pages live under /pms/… — for example /pms/day-list.

Settings is shared. /settings/… is the same hub from either workspace, and it only lists the pages you can open.

Main CRM and Clinical pages use title-only headers, with any available actions beside the title. Settings pages keep their introductory subtitles, and patient and campaign records keep their identifying details.

Which roles see which workspace

Until launch, the clinical workspace pages show a coming soon notice on production, with a preview of the Day diary and a card for each clinical page (Day, Patients, To do, Inbox, Till, Reports); the sidebar, the workspace switcher and your account stay reachable. The clinical workspace exists only for practices where SmileLine has switched it on. Until then owners, managers and the front desk see the CRM alone, and a member whose role opens the clinical workspace only lands on a Nothing to open yet page: it asks an owner or manager to change their role or to switch the clinical workspace on, and keeps Your account and the practice switcher reachable.

Clinical roles never see the CRM — no CRM pages and no CRM settings. Compare roles on Settings → Team members describes every role in a line:

• Owner — Full control of the practice, including billing and deletion.
• Manager — Runs the practice: settings, integrations, team and exports. No billing changes.
• Front desk — Works patients, journeys, tasks, the inbox and the day list. Settings are read-only.
• Telesales — Works the call list, the inbox and bookings. No marketing or reports.
• Analyst — Read-only reports and CRM data. No inbox, no edits, no exports.
• Dentist — Clinical workspace: patients, the day list and the inbox. No CRM or settings.
• Hygienist — Clinical workspace: patients, the day list and the inbox. No CRM or settings.
• Nurse — Clinical workspace: patient records and the day list, read-only apart from appointments.

Where you land

Opening the app at its root address — or clicking the Smileline logo at the top of the sidebar — takes you to your default workspace: Today for the CRM, the Day for the clinical workspace. A member with one workspace always lands there; a member with both lands in whichever is set as their default.

To change a default:

• Your own — open Settings → Account and pick CRM or Clinical under Workspace. The section only appears when your role opens both.
• Someone else's — on Settings → Team members, the Workspace column on their row offers the workspaces their role opens. Anyone can change their own row; changing another member's needs an owner or manager.

Switching between them

When your role opens both workspaces, the bottom of the sidebar carries a CRM / Clinical toggle under Support; the current workspace is highlighted and picking the other one opens it. Quick search lists pages from both, with a CRM or Clinical hint beside each so you can tell them apart.

The settings hub

Settings is a set of sections, each a card on the hub and a row in the settings sidebar that expands to its pages. Account, Practice, Calendar and Data & compliance are shared by both workspaces; Leads & journeys, Website & booking, Messaging, Phone and Integrations belong to the CRM; Clinical catalogue, Clinical templates, Insurance and NHS belong to the clinical workspace. A page only shows for members whose workspace, country and role can open it, and a section with nothing to show is hidden — so clinical roles never see the CRM sections or Team members, a UK practice sees NHS rather than Insurance, and an Italian one sees neither. Type in the Filter settings box at the top of the hub to narrow the cards to matching pages.

The clinical workspace

The clinical sidebar has six pages. A practice day happens in three places — the day, the patient and the list of things to do — and the rest serve them.

• Day (/pms/day-list) — the diary: a column per practitioner or room on an hour rail shaded by the rota, a 3-day view and the list. Book from an empty slot, drag a card to move or resize it, click it for its chairside status, edit or cancel. The page's address carries the date, so a day can be bookmarked or shared.
• Patients (/pms/patients) — the same patient list as the CRM, with its filters, saved views and export; a row opens the clinical patient record.
• To do (/pms/worklists) — the worklists derived from the record (recalls due, unbooked treatment, unsigned notes, unpaid balances, lab returns, referral outcomes) and My tasks, the tasks assigned to you, where you add a task, hand it to a colleague and mark it done.
• Inbox (/pms/inbox) — the same inbox as the CRM's (conversations): the thread list, filters, composer and live updates, for dentists, hygienists, owners, managers and the front desk. It lists only conversations with the practice's patients (active or inactive), never enquiries or leads, and a patient's name opens the clinical record.
• Till (/pms/till) — the day's cash session: open it, record cash in and out, count and close it against the day's settlement.
• Reports (/pms/reports) — the money reports (day sheet, aged debt, production, collections, associate pay, chair utilisation), the appointment reports and retention, from the same catalogue as the CRM's reports.

Booking is an action, not a page in the sidebar: Book (/pms/book) opens from the patient record's Book an appointment button, or from a link that already names the patient. Find the Patient (search by name, phone or email), pick the Location when the practice has more than one, an optional Appointment type (which fills in the Minutes) and Practitioner (Any unless you choose one), then the Date, Time and Minutes, add a Note if you like, and click Book. The confirmation offers Open the day list and Open the patient.

The patient record (/pms/patients/…) carries the clinical modules — chart, notes, perio, medical history, plans, prescriptions, lab, referrals, letters, recalls, forms, insurance or NHS, and the ledger — each described under Patients.

On the desk and on your phone

• Smileline Desk tags its rail by workspace. When you have both, a CRM / Clinical control at the top of the rail switches between them; the clinical rail holds the Day and the Inbox.
• The mobile app derives its tabs from your role and workspaces: Day for the clinical workspace; Today, Calls and Dashboard for the CRM; Inbox for anyone whose role can read conversations. Account switches practice.