Your dashboard — Front Desk & Admin
A tour of the nine stat cards on the front-desk dashboard — the reception and billing worklist for today, grouped into a row of queues and a row of money/appointment totals.
Before you start
- You’re signed in with the admin or front desk role.
- Your clinic has bookings, invoices, or unpaid balances — empty queues show zeros and that’s fine.
Who can do this
Admins and front-desk users see this layout automatically on login. The cards cover all clients in the clinic, not just your own — front desk is the clinic-wide reception and billing cockpit.
Why: Unlike clinicians, reception staff need a view of every client and every invoice, so these counts are clinic-wide rather than user-specific.
Step by step
- 1
After signing in you land on /dashboard. You’ll see two rows of cards — a top row of five reception queues and a bottom row of four appointment/billing totals.
The split is intentional: the top row is ‘things to action’, the bottom row is ‘today’s operating picture’.
- 2
‘My Tasks’ (sky) counts todos assigned directly to you — ad-hoc items a manager or clinician has dropped in your queue. Click to open the full task list.
- 3
‘To Recall’ (purple) is clients whose last treatment block has ended and who haven’t rebooked. These are the calls you make to keep treatment cycles going.
- 4
‘To Renew’ (cyan) is treatment cycles approaching their end date that need a renewal contract signed before the next block of appointments can be booked.
Renewal flows live inside the client’s treatment cycle — see ‘Create a treatment cycle’ for the full workflow.
- 5
‘Conflicts’ (orange) shows appointments with a scheduling clash — two clients booked at the same time, a clinician over-allocated, or a room double-booked. Click to expand the conflict list right on the dashboard.
Each conflict expands inline — you can resolve, reschedule, or dismiss without navigating away from the dashboard.
- 6
‘Communications’ (sky) counts email threads routed to the front desk inbox plus anything delegated to you personally. Click to expand the mailbox view in place.
Front desk is the gatekeeper for the frontdesk@, therapy@, and billing@ mailboxes — you see everything before it’s delegated.
- 7
‘To Confirm’ (indigo, bottom row) is upcoming appointments that still need client confirmation. Click to open the confirmations queue and send reminders by SMS or email.
- 8
‘To Invoice’ (green) is treated appointments with an approved SOAP that haven’t been invoiced yet. Click to open the invoicing queue — you can invoice one or bundle several for the same payer.
- 9
‘To Pay’ (amber) is invoices with an outstanding balance. Click to open the collections view and record a cash, cheque, or card-on-file payment.
Balances include any invoice with a non-zero outstanding amount — see ‘Collect payment on an invoice’ for the step-by-step.
- 10
‘Today’s Appointments’ (white) is the total count on the schedule across every clinician today — your reception overview. Click to open the calendar.
- 11
To rearrange or hide cards, click ‘Customize’ in the top-right corner. Drag cards to reorder, remove ones you don’t use, or click ‘Add Widget’ to bring one back. Click ‘Save’ when you’re done.
Layout saves per-user, not per-role. Your coworker’s customizations won’t change yours.
If something isn’t working
Tap a question to see the likely cause and the fix.
‘To Invoice’ is showing treated appointments I already invoiced.
Why: The dashboard refreshes counts on page load and when the underlying thunks re-run, not instantly after an invoice is created.
Fix: Refresh the page. If the count still looks wrong after a minute, open the invoicing queue directly — the stat card pulls from the same list, so if the list is correct, the card will catch up.
I see a ‘Conflicts’ number but clicking shows no conflicts.
Why: A colleague may have just resolved the conflict from their own dashboard, and your card hasn’t reloaded yet.
Fix: Refresh the page. If the ghost count persists, flag it to an admin — it usually indicates an appointment stuck in an indeterminate state.
‘To Recall’ is empty but I know clients are overdue.
Why: Recall logic relies on a treatment cycle having an end date and no upcoming booking. A client with an open-ended cycle won’t show up here.
Fix: Open the client’s treatment cycle and confirm the end date is set. Once the cycle closes without a renewal, the client appears in ‘To Recall’.
I customized and now want the nine-card layout back.
Why: Customizations are saved as an override in your user profile.
Fix: Click ‘Customize → Reset to Default’ in the top-right. The original two-row layout comes back without touching any clients or invoices.
I hold front desk and clinician — why do I see extra cards?
Why: Simone merges the default widgets from every role you hold. You’re seeing the union of the front-desk layout and the clinician layout.
Fix: Use ‘Customize’ to remove any cards you don’t want. Your layout is saved separately for your account, so this doesn’t affect anyone else.