Create your practice
Set up your practice organisation in SmileLine and invite your team with the right roles.
By the end of this page your practice will exist in SmileLine, its country, service region and accounting currency will be locked, and your colleagues can be invited with the right roles. GBP and USD practices can also start the free trial; EUR subscription onboarding remains unavailable until its catalogue is approved.
Choose the practice country
Choose Practice country before entering your account details. SmileLine uses the country where the practice operates to select its service region and accounting currency:
- Practices in the United States use the US service region and USD.
- Practices in the United Kingdom use the EU service region and GBP.
- Practices in every other country currently offered in the selector use the EU service region and EUR.
You can click Change country before creating the account. The country cannot be changed after the practice organisation is created.
Check the practice country carefully. It cannot be changed later because it controls where the practice is served, the currency used for existing values, reports and deposits, and the legal country used by provider accounts.
Create the organisation
Right after you create your account, SmileLine walks the owner through three setup steps.
Enter the Practice name and optional website. The Financial region shows the country and accounting currency selected during sign-up.
Enter the first location's contact details, opening hours and IANA timezone. The timezone starts from your practice country's default; US practices choose theirs explicitly here before continuing.
Accept any pending practice agreement. If your practice uses GBP or USD, start the 14-day trial through Stripe; when Stripe confirms it, you land on Today. EUR practices must contact SmileLine support and cannot start a trial yet.
You become the practice's Owner automatically. The accounting currency is used throughout the CRM, connected Stripe account and SmileLine subscription. The GBP and USD subscription catalogues are approved; EUR subscription Checkout remains unavailable until SmileLine confirms EUR pricing.
Setup progress is saved after each step. If you close the tab, cancel Checkout, or return to the SmileLine home page, onboarding resumes at the first incomplete step instead of restarting the practice details.
After Stripe Checkout, SmileLine verifies the existing Stripe customer and subscription before offering another Checkout. A delayed or missed webhook is reconciled from Stripe directly; Check again repeats that safe verification and does not create another subscription. If Stripe reports an ambiguous state, setup stops for staff review instead of guessing or charging again.
Accept the Data Processing Agreement
Before an eligible practice starts its free trial, you'll be asked to tick I accept the Data Processing Agreement on behalf of your practice. This is the contract that authorises SmileLine to store and process your patients' data on the practice's behalf.
- The link in the checkbox opens the full document so you can read it first.
- Only the practice Owner can accept it — it binds the practice, not just your account.
- Who accepted, when, and which version are recorded. You can review the record any time in Settings, then Agreements.
If we later publish a new version of an agreement, the owner is asked to accept it on their next visit. The rest of the team keeps working uninterrupted — they just see a small dismissible notice.
Invite your team
Go to Settings, then Team members.
Click Invite member.
Enter their Email and pick a Role (see below).
Click Send invitation. They'll get an email with a link to join the practice — the link lands them on a You're invited page where they accept and create their account if they don't have one.
Pending invitations appear on the same Team members page until they're accepted. Their email badge shows Email queued, Email sent, or Email needs attention. A queued email is retried automatically; if it needs attention, the invitation still exists, so check the address and resend or contact support instead of creating duplicate invitations.
Roles in plain words
- Coordinator — works patients, journeys, tasks and the inbox, without administrative or deletion authority. The usual front-desk role.
- Telesales — everything a coordinator does on the phone and in the inbox: the call list, bookings, deposit requests and the dialler. Marketing (reputation, SEO, lead ads) and practice reporting are not included, so the dashboard and reports are hidden. Their own call and booking figures still show on Today.
- Manager — manages the CRM, settings, integrations and team membership, but not owner-only billing decisions.
- Analyst — read-only access for reporting and oversight, without inbox or configuration access.
- Owner — full operational and billing control, including owner-role changes. Practice deletion remains unavailable while durable offboarding is being rebuilt.
Compare roles on Settings → Team members shows the exact grid. Advertising has a third level on top of view and manage — Set campaigns live & change ad spend — held by owners and managers only, so coordinators and analysts can view ads and results but can never start or raise spend. See the Ads workspace.
Only owners can invite other owners — managers won't see the Owner option in the invite dialog.