Ye-Almaz Lab Management System

One system, every part of the lab

Ye-Almaz isn't just a case tracker, it's the full operating system the lab runs on. Production, inventory, people, and money all live in one platform, with a separate dashboard tailored to each team.

Same sign-in page for everyone; the system shows only what's relevant to your role.

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The return on investment

Replacing paper logs, WhatsApp coordination, and spreadsheets with one connected system pays off in a few concrete ways:

Illustrative outcomes based on the operational gains this class of system typically delivers for a multi-department production lab, not audited figures.

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Departments & dashboards

Every team gets a dashboard built around the job they actually do:

Dashboard	What it's for
Reception	First point of contact, accepts arrived impressions, creates phone/walk-in orders, keeps the case list
Dispatch	Coordinates every pickup and delivery driver; the traffic-control center between clinics and the lab
Delivery	Drivers, see only their own assigned pickups/deliveries for the day
Lab Tech	Scans each case's QR code as it moves through their department
Inventory	Tracks materials and consumables, flags low stock, records usage per case
HR	Staff records, attendance, leave, and payroll processing
Finance	Verifies payments, issues invoices, manages Trusted Partner monthly billing
Admin	Sees and controls everything: analytics, pricing, staff, clinics, rewards

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The case journey, made simple

A case is one physical order, one impression, one QR code, one delivery, and the system follows it from the moment a clinic submits an order to the moment it's delivered.

Illustrative sample screen, not real clinic data.

Two shortcuts skip parts of this path when appropriate:

• Self drop-off / self pickup — if the clinic brings the impression in person, or collects the finished case themselves, dispatch records that directly with no driver involved.
• Remake / redo — a free (remake) or half-priced (redo) replacement case skips the payment-verification wait and goes straight to dispatch, since nothing new is owed for it.

If a clinic cancels a pickup before it's ever collected, Dispatch can mark it cancelled or delete it outright, any loyalty points already awarded for it are automatically reversed, keeping the numbers honest.

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Reception

Pages: Dashboard, Cases, New Case

• Accept incoming cases — impressions that have arrived at the lab wait in an "Arrived at Lab" queue; reception reviews and either accepts, rejects, or flags them for review before they enter production.
• Create a case directly — for phone orders or walk-ins: patient info, work type, tooth selection (a visual odontogram), shade, delivery type (Normal/Express), with price and due date calculated automatically.
• Aligner cases get a tray-count selector instead of a tooth chart, no odontogram or shade needed.
• Digital/3D-file intake — cases submitted as a scan file rather than a physical impression, with a per-arch scan fee added automatically.
• Remake/redo entry — link a new case back to the original it's replacing, with the correct free/half-price billing applied automatically.
• Full case list — search, filter by status/payment/date, export to Excel.

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Dispatch

Page: Dispatch Dashboard

The busiest screen in the system, six tabs tracking every case from "needs a driver" to "delivered":

Tab	What's in it
Place Order	New pickup requests waiting for a driver
Pickup In Progress	Driver assigned, impression not yet at the lab
Ready for Delivery	Finished cases waiting on payment verification
Ready for Dispatch	Finished cases cleared to go (paid, Trusted Partner, or a free remake)
En Route	Out for delivery
Delivered	Completed

Illustrative sample screen, not real clinic data.

• Assign / reassign a driver for pickup or delivery at any point.
• Self Drop-off / Self Pickup — record a clinic bringing or collecting a case in person, no driver needed.
• Phone orders — create a pickup request on a clinic's behalf over the phone.
• Cancel or delete an order that never should have existed, without leaving a mess in the queue.
• Every tab has its own search, status, clinic, and date filters, plus Excel export.

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Delivery (drivers)

Page: Delivery Dashboard, one per logged-in driver

• A personal queue of only their own assigned pickups and deliveries for the day, nothing else clutters the screen.
• Confirm impression collected from a clinic → case moves into the lab queue.
• Confirm delivered to a clinic → case marked complete, clinic notified instantly.
• Return to queue — if a pickup or delivery couldn't be completed, hand it back to Dispatch for reassignment rather than leaving it stuck.

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Lab (production floor)

Page: Lab Dashboard

• QR scanner — point a device camera at a case's QR label to record that it has arrived at a department; the case's status advances automatically.
• 16 department stations covering the full production path, from Reception through Plaster, Margin, Scanning, Designing, Milling or Printing, Metal Finishing, Ceramic Layering, Glazing, Trimming, and Quality Control. Scanning Quality Control automatically advances the case straight to "Ready to Dispatch."
• Lab tech accounts can be restricted to specific departments, so a scanning-department tech only sees scanning-relevant actions.
• Live case timeline — every scan for a case, with timestamp and who scanned it.
• My Performance — each lab tech can pull up their own activity: total scans, unique cases touched, and a daily activity chart, for any date range, feeding directly into HR & Payroll.

Illustrative sample screen, not real clinic data.

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Inventory management

Page: Inventory Dashboard

• Track every material the lab uses, zirconia blocks, resin, metal alloys, ceramic powders, packaging, against real stock levels.
• Low-stock alerts fire before a shortage becomes a missed deadline, not after.
• Usage tied to production — material consumption is logged per case and department, so the system knows exactly what a job actually costs to produce.
• Purchase orders & suppliers tracked in one place, so reordering isn't a guessing game.
• Full export for stock counts, reorder history, and consumption reports.

Illustrative sample screen, not real clinic data.

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HR & payroll

Page: HR Dashboard

• Staff records for every employee, role, department, and contact details, in one directory.
• Attendance & shift tracking tied directly into each department's actual working hours.
• Automated payroll calculated from attendance and, for lab techs, scan/production volume, no manual timesheets to reconcile.
• Leave management — requests, approvals, and balances in one view.
• Feeds the same performance data Admin sees in Lab Performance, so pay and productivity are never disconnected.

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Finance

Pages: Finance Dashboard, Billing, Payments

• Request payment on a case once it's ready, and track it through the cycle: requested → screenshot uploaded → verified (or rejected).
• Verify uploaded payment screenshots — approve unlocks the case for delivery; reject sends it back to the clinic with a reason.
• Manual payment entry for cash or bank transfers that didn't go through the mobile app.
• Issue invoices with a printable, formatted layout.
• Trusted Partner billing — some clinics are billed on a monthly statement instead of per case, showing only cases actually delivered in the period.
• A dedicated Payments queue auto-refreshes so newly uploaded screenshots surface without a manual reload.

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Admin

Pages under /admin, the control center for the whole lab

Illustrative sample screen, not real clinic data.

• Analytics Dashboard — KPI cards (revenue, outstanding balance, cases in progress, turnaround time), a 6-month revenue trend, a cases-by-status breakdown, and revenue by work type.
• Case Status Board — a live, per-department pipeline view; click any department to see exactly which cases are sitting there right now.
• Case Management — every case in the system, with full edit and delete capability.
• Clinics — create/edit clinic accounts, toggle active status, mark a clinic as a Trusted Partner, export the full clinic list to Excel/PDF.
• Zones — group delivery/pickup Stations into named Zones so Dispatch can quickly find coverage for a case's area.
• Pricing — the price list every case is costed against: standard price, express price, turnaround days, and a flat-rate toggle.
• Users — create staff accounts for every role, restrict lab techs to specific departments, assign station/zone for routing.
• Lab Performance — every lab tech's scan volume, department mix, and activity trend side by side, for spotting workload imbalances.
• Rewards — the clinic loyalty program: points per case, the redeemable reward catalog, a clinic points leaderboard, and approving or rejecting redemption requests.

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Clinic loyalty / rewards program

Every case a clinic submits earns loyalty points automatically. Clinics can see their balance and redeem it against a reward catalog Admin manages. If an order is cancelled or deleted before it's ever picked up, the points it earned are automatically clawed back.

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Always up to date

The dashboard doesn't need refreshing, every relevant screen updates itself the moment something changes elsewhere: a new case entering the pipeline, a status advancing, a payment being verified. Clinics get the same real-time treatment on their mobile app, plus push notifications even when the app isn't open.

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Reports & exports

Most list views across the system, cases, clinics, dispatch, payments, invoices, include an Export button producing an Excel or formatted PDF version of exactly what's on screen, respecting whatever filters are applied.

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Clinic mobile app

The counterpart clinics use, part of the same connected system:

• Submit a new order — tooth selection, work type, shade, delivery speed
• Track every case's live status and full timeline
• Upload a payment screenshot or pay online, download the invoice
• View and redeem loyalty points