Mobile app

The mobile app is built for working leads away from the desk: the same Today queue, lead details, inbox and quick dashboard as the web app, kept live in real time — and, for the clinical workspace, the diary and a read-only patient record. Practice settings stay on the web app — the phone is for doing the work, not configuring it.

Sign in

Open Account → Manage or delete account to manage your profile or start permanent account deletion in the secure web app. You can also sign out from the Account screen. If you belong to more than one practice, Switch practice on the same screen lists the others; switching reloads the tabs for that practice's role and workspaces.

If a build of the app is too old for the service, the app shows an Update Smileline screen instead of signing you in. Your sign-in is kept: update from the store and reopen the app. When your role, your workspace choices or the practice's plan change while the app is open, the app refreshes its access on the next request, so tabs and actions match the change without a sign-out.

What's on each tab

The tabs follow your role and workspace, and the app opens on your default workspace's first tab — Today for the CRM, Diary (Schedule in the US) for the clinical workspace. If you hide the other workspace, its tabs go too: hiding Clinical removes Diary (and Worklists in More), and hiding the CRM removes Today, Calls and the Dashboard in More — so there is no keypad for outbound calls. Incoming calls still ring, and you can answer, transfer and hang up as usual.

• Today — the live lead queue as one list: new leads to call now first, then overdue work, today's work and upcoming work — the same order as the web app's queue. A strip of the coming days shows as many as fit; tap a day to see its work. Tap a row to open the lead. The lead opens with its phone number in full: tap the number or the round call key to ring them, the chat key to open their conversation (shown when they have one) and the mail key to email them. Below come the next step, the pipeline stage, the details and where the lead came from. Reached and No answer start the same step-by-step outcome flow as the web app (how you reached them, what happened, then the reminder, booking, agreed value or closing step), with a one-tap Call again for a call nobody picked up. As on the web, a lead you didn't reach gets its next try booked for you inside opening hours, and the last try closes it as Unable to contact (see When the next call is). Did they attend? offers They're going ahead with treatment, and so does Reached once the consultation has happened; its step confirms the agreed treatment value. A lead with no mobile number shows Not reached instead of No answer: an Email button opens your mail app in the Call button's place, the flow offers I sent a message, and Call again is not offered. Its reminder is by Email (when they have an address) or Message, a reminder to write back in their conversation — the only choice for a lead from a social comment or DM. Older versions of the app leave a Message reminder out of Recent activity; update the app to see it. The lead's Recent activity reads the same as the web app's patient activity: entries grouped by day, with anything still ahead first under Upcoming, each showing its time, what happened and who did it. An outcome is one entry with the options picked. View older activity at the end loads earlier entries. Tap a call in it to open that call. Outcomes have the same 60-second Undo as the web app, and move the lead's conversations the same way (see Who gets the lead's chats).
• Diary (Schedule in the US) — for the clinical workspace: one day's appointments in the practice's time zone, each row showing the patient, the time, the appointment type, its status and up to two flags for an alert, lab work, forms, money owed or a note to sign (more read +n). The arrows either side of the date step to the previous or next day; pull down to refresh. Tap a row to open the patient record: any Medical alert first, the Details card (chart number, date of birth, mobile, other phone and email), then the clinical record — see below.
• Inbox — shown when your role can read conversations (dentists and hygienists included): open conversations with Open, Mine and Unread filters. Threads send and receive live; a reply that arrives while you are reading appends instantly. Tap the channel line under the name to pick which channel the reply goes on; channels the patient opted out of, disconnected channels and closed reply windows are greyed out with the reason, and email replies get a subject field. A Messenger or Instagram reply sent more than 24 hours after the person's last message is marked as a staff support reply (see Messenger & Instagram).
• Calls — shown only when your practice has Smileline Voice with a caller ID set up and your role can dial (owners, managers, front desk and telesales). The call registry lists inbound and outbound calls (missed calls, voicemails and AI-handled calls are marked), and the Keypad dials any number from the practice line. With Voice live, the Call button on a lead also rings through the practice number instead of your phone's own dialler.
• More — the last tab, with the rest of the app:
  • Team chat — team chat with your colleagues: direct messages and groups, New message and New group in the header. A dot on More and on the row shows unread messages. Shown for every member with a workspace.
  • Dashboard — the practice KPIs with trend sparklines, the lead → booked funnel, new leads by channel, channel conversion, the team leaderboard and conversion by channel. Shown for roles with report access — owners, managers, front desk and analysts. Full reports stay on the web app.
  • Worklists — for the clinical workspace, the same as Worklists on the Diary.
  • Account — your profile, calling on this device, practice switching, notifications and sign-out.

The screen in front of you updates live. A tab you switch back to — or Today after you close a lead or the dialler — catches up as it opens: its last rows stay on screen until the fresh ones arrive.

The clinical record on the phone

Below the patient's details, clinical roles see the same record the web PMS patient page shows, and can act on it:

• Alerts — the active alerts banner.
• Chart — the odontogram as four rows of eight (the patient's right on the left), each tooth coloured by its live rows, with the FDI, Universal or Palmer label you choose under Tooth notation. Tap a tooth and Record finding and Plan procedure open with that tooth filled in; the site can also be a root, an implant, a supernumerary tooth, an area or the whole mouth, with surfaces on a tooth. Planning picks the procedure from the catalogue (type to narrow the list), the price list, location and, for a supervised profession, the supervising dentist. The price list starts on the patient's member price when a membership covers today, as on the web. Under each finding, Resolve (date, location, optional reason) and In error (reason); under each procedure, Start (service date), Complete (service date, location and, for a supervised profession, the supervising dentist — the one chosen at planning is preselected), Refer out, Remove (a planned procedure, with a reason and no password; on a bridge's tooth it removes the whole bridge, naming its teeth, as on the web) and Void (a started or completed one — your password again). A procedure the patient declined is marked Declined and has no Start or Complete until they accept it. Every write is the same act the web app records.
• Notes — every note with its state. New note saves a draft (a nurse chooses the supervising dentist); Complete seals it; Sign asks for your password again and makes it immutable; Addendum writes against a completed note. Notes are typed as plain text on the phone and read back as text when written on the web. See Notes on the phone.
• Treatment plans — New plan drafts a plan from the chart: a name, the price list, location, an optional Fees valid until date, a note to the patient, and the planned procedures it covers (tap a row to include it; plan procedures on the chart first if the list is empty). Edit changes a draft. Present freezes it (the PDF is rendered and filed). Record acceptance on a presented plan names the patient with their date of birth and lists the plan's treatments, each ticked: tap one the patient decides not to have to untick it, and the total they accept updates (a bridge's units go together; work already started or done stays ticked). It asks who is signing and offers only who may sign for this patient: the patient once they are old enough to consent, a parent or guardian on record for a child, a guardian or attorney on record for an adult (see Who signs); in the UK a dentist, hygienist or therapist can also record a child they judge able to consent, after confirming their password. The signer's name is filled in, with the attestation and a signature drawn on the screen, stored as a clinical document, and an accepted plan shows who signed it. Declined records the refusal: the plan's planned treatments stay on the chart, marked Declined (see Declining); Cancel plan withdraws a draft, presented, accepted or in-progress plan; an accepted or in-progress one asks for one of the practice's reasons first. Starting, completing and reopening a plan stay on the web app.
• Recalls — Schedule, Completed, Pause and Resume.

What each role can do follows the same permissions as the web app; a button you cannot use is not shown.

Notes on the phone

• Templates — a new note can start from one of the practice's note templates (Template above the text); the template's text is filled in and you edit from there.
• Editing a draft — Edit on one of your own drafts opens it. The draft saves on its own about a second after you stop typing, and Save draft saves at once. A draft written on the web with headings, lists or bold shows a notice: editing it on the phone keeps the words as plain lines, and that formatting is removed when the phone saves.
• If the app is killed — every note you are writing is also kept in the phone's secure storage until the record has it. Reopen the patient and the note (an Unsaved note chip beside New note, or Edit on the draft) and the phone offers the unsaved text back: Restore or Discard. Nothing in the note can be edited or saved until you have chosen. Complete and Sign check the same copy first: text that the record does not yet have is offered back the same way (for a note that is already completed, as an addendum) and the note is sealed only once you have restored or discarded it. On an iPhone this copy survives deleting and reinstalling the app; on Android it does not.
• Conflicts — if the same draft was saved elsewhere since you opened it (on the web, or on another phone), the save is refused and the other version is shown beneath your text. Keep mine saves your text over it; Use server version replaces your text with theirs.
• Signing out removes every unsaved note kept on the phone. The account screen warns first when there are any.

Share a video

In practices in the UK and the US, a testimonial clip in your phone's gallery can become a finished social video. Open the clip, tap Share and choose Smileline. Turn on I have this patient's written consent to publish this video, tap Start editing, and keep the app open while the clip uploads. You're notified when the video is ready to review, approve and post. You need the CRM workspace and permission to create and publish posts. The practice needs a paying subscription, and its Descript account must already be connected on the web. See Share a video from your phone.

Share photos

One or two photos in your phone's gallery can become a social image. Select them, tap Share and choose Smileline, then pick a template. With one photo: Smile design, Team headshot or Clinic photo polish (AI images, for paying practices in the UK and the US), or Team spotlight. With two photos: Before & after. Turn on the consent switch, tap Create image, and keep the app open until it finishes. The image opens while it's being made, and you're notified when it's ready. Tap Use in post to approve it, then post it: the phone posts every image the template made, so a smile design's two images go out together. You need the CRM workspace and permission to create and publish posts. See Share photos from your phone.

Notifications

The first sign-in asks to allow notifications. Say yes and this phone gets pushed about the things your role is an audience for — new leads, replies, missed calls — following the same per-kind settings and quiet hours you set under Settings → Notifications on the web app.

Notifications never show patient details on the lock screen: they carry a generic title and open the right lead, conversation, social video or social image once you unlock.

Each account can hold up to 10 notification devices. Old phones are removed under Account → Notifications — removing this phone also stops it re-registering itself. Otherwise the app registers the phone again when it starts, at most once a day, so a phone removed from the web app's device list comes back on a later launch.

If you said no when the app asked, turn on notifications for Smileline in the phone's own settings and return to Smileline. If this phone still isn't active under Account → Notifications, tap Turn on notifications on this phone there; this also recovers refusals saved by earlier app versions. A phone you removed under Account → Notifications stays off until you tap that button. If the phone's settings block notifications, the button is Open settings instead.