Settings

The “Membru” (Member) button requires the “Editează fișele de personal” (Edit staff records) permission.

The colleague's account is created on the address in “Email” — see How do I give a colleague a login.

The “Show in the calendar” box sets itself by role: checked for doctors, unchecked for the front desk and other roles. Anyone without it cannot be picked as the doctor: in appointments, in the record, in payments, in the lab and in imaging.

The window also holds staff details: “The job”, “IDNP”, “Home address”, “Base monthly salary”, “Leave days per year” (empty = the clinic's standard), “Qualification category” and “Colour in the calendar”.

You need the “Gestionează utilizatori” (Manage users) permission, and the colleague must have an email address filled in.

• “Create account” shows the password only once. “Copy” copies it.
• “Invite” makes a link where the colleague picks their own password. The link works once and expires.
• “Missing accounts” (above the table) creates accounts for every active member who doesn't have one yet. Useful when the clinic opens.

The colleague then changes their password in “My account”.

The old password stops working and sessions opened with it are closed. The new password is shown only once. Requires the “Gestionează utilizatori” (Manage users) permission.

The app has no “forgot password” by email, on purpose: whoever has access to someone's mailbox should not be able to open patient records.

The colleague can no longer sign in. Their staff record and all history remain. Requires the “Gestionează utilizatori” (Manage users) permission.

If they are leaving the clinic, retire them from the team too: How do I retire a colleague who is leaving.

A colleague is never deleted: their past appointments and payments must keep showing who did them. Once retired, they no longer appear in the calendar or in lists, but stay in the history.

The app refuses if the doctor has future appointments (move them to another doctor first) or if they are the last administrator.

If they come back: “More” → “Reactivate”.

The order of the rows is the order of the calendar columns and of doctor lists. You can also move them straight from the calendar: How do I change the column order.

Under “Roles”, in the same window, you can check one or more roles. With no role checked, the colleague gets the default permissions of their position.

An exception cycles through three states: untouched → granted → denied. A denial beats any role.

The page requires the “Gestionează roluri & permisiuni” (Manage roles & permissions) permission.

Roles labeled “sistem” (system) have a “Vezi” (View) button: their permissions cannot be changed, because the app restores them on every update. You can only rename them (“Rename the role”) — only the name on screen changes.

A copied role does not get permissions added to the app after it was copied. When there are some, the role shows a yellow mark; when editing, choose “Add them” or “Don't add them”.

The role starts with no permissions. It's usually simpler to copy a system role: How do I change what a role can do.

Anyone with the role cannot sign in until they set up the code on their phone. The role gets the “requires 2 steps” label. How to set up the code: How do I turn on two-step verification.

Both require the “Gestionează utilizatori” (Manage users) permission. After “Reset two-step”, the colleague sets up verification again at their next sign-in.

Alerts go only to people who can manage roles. Every few minutes the app checks for signs of unauthorized access:

• many wrong passwords on one account, or from the same address on several accounts;
• a successful sign-in after several wrong passwords;
• a sign-in with a backup code instead of the phone code;
• many patients' records opened, or exported, printed or sent by link, within one hour;
• someone given the permission to change permissions or manage users.

What the person opened is shown in the access log of each record.

The page exists when the clinic has the HR module and requires the “Editează fișele de personal” (Edit staff records) permission.

• “Leave days per year” is the clinic's standard; each person's record can set a different one.
• Overtime starts beyond “The daily quota, in hours”; the quota is printed on the contract.
• “The overtime premium” is a multiple of the hourly rate, for example 1.5 or 2.
• “The kinds of personnel documents”: type in “New kind” (for example “Radiation protection permit”) and click “Add”. A kind removed from the list stays on documents already on file.

The page also requires “Vede secțiunea financiară” (Sees the financial section), and changes require “Modifică setările” (Changes settings).

Price and duration from the price list are only suggestions; they can be changed on each appointment.

Optional fields:

• “Treats the diagnoses” — the treatment plan suggests the service for these diagnoses;
• “Visit template (form 043/e)” — the template that fills in the record when the procedure is checked off in the chair;
• “Consent required before the procedure”;
• “Send post-procedure instructions”;
• “This is the hygiene service” — the hygiene reminder counts from it;
• “Heading 039-1/e”, “Column 039-1/e (the monthly register)” and “UCM (conventional units)” — where the service is counted in official reports.

A service is never deleted. Once retired, it disappears from the booking list; past appointments keep it. The row shows the “retras” (retired) label, and “Reactivate” brings it back.

The tabs above the table are the groups; “Toate” (All) shows the whole price list. With a group open:

• “Rename” moves all its services under the new name at once;
• “Delete the group” leaves the services without a group. Services are not deleted.

Templates prefill form 043/e by diagnosis. In the text, # becomes the tooth number. When the doctor checks off the service in the chair, the texts of its default template come in by themselves. A service has one “Default template”.

Procedure prices come from the price list and are not saved on the template. New clinics get a starter set, which a doctor must review. A template is not deleted but retired; “Show retired” shows them.

In “New prescription”, the doctor picks the template from a list and can change it before issuing. Prescriptions already issued from a template do not change when you edit or delete it.

The catalog holds the problems and treatments offered for a tooth, in groups. What you hide is no longer offered but stays on teeth that already have it; “Show again” brings it back. “New group” creates a group, and “Move up” / “Move down” order them.

Use “Previous year” and “Next year” to see other years.

A closed day is not deducted from anyone's leave, does not count toward the month's quota and shows as “Day off” in the timesheet.

This is the range the calendar offers. Unchecked days are “closed”.

For a day with different hours (for example a short Saturday), the grid step, the default duration and cancellation reasons, use “The calendar rules” on the same page: How do I change the clinic's calendar rules.

“The clinic's details” appear on documents, in reminders and in the app header. “Legal details” go into contracts, consents and the personal data privacy notice. An empty field leaves a line on the document to fill in by hand.

“Currency” and “Abonament” (Subscription) are “From the clinic's contract”. See also What to ask the DentFlow team for.

Logo: PNG, JPEG, WEBP or SVG, up to 2 MB; it appears in the app header. Stamp: PNG or JPEG, up to 2 MB; it is printed on radiology reports. Files upload right away, without “Save”. “Change the logo” / “Change the stamp” replace them.

The page also requires the “Vede încasările” (Sees payments received) permission. The IBAN is for patients who pay by bank transfer. An empty “Footer text” means the default text.

Each payment gets the series and its next number: CH 000001, CH 000002… Empty means “CH”. A new series starts at 1; if you go back to an old series, numbering continues where it left off.

A category removed from the list stays on expenses already recorded. An emptied list goes back to the default one (rent, utilities, salaries, materials…).

The page requires the “Gestionează filiale” (Manage branches) permission. Work in a single location? You don't need branches.

A branch with staff or appointments cannot be deactivated until you move them elsewhere. The table shows how many colleagues and patients each branch has.

Nothing ticked means access to every branch, as before.

A limited colleague sees and writes only what belongs to their branches: those branches' appointments (an appointment belongs to its doctor's branch), payments and expenses, the branch's warehouse and the cabinets of colleagues there. Of the patients, they see those booked or registered at their branches, plus those who do not belong to any branch yet. They cannot book at another branch.

The day's cash closing, the central warehouse, the reports and “Economy” add up the whole clinic, so a limited colleague does not get them. The start panel shows them only their branches' figures.

The default language is the one the app starts in. Each person then picks their own language in “My account”. The set of languages is decided by the platform.

The page also requires “Vede secțiunea financiară” (Sees the financial section). A long SMS goes out in several parts, and each part is billed.

Storage is measured every night; “Measure now” measures it right away. In “Notify the clinic above (GB)”, set a threshold: above it, the clinic gets a notification, at most once a week.

A message goes out only if all its switches are on. They all start off. The page also requires the “Trimite SMS unui pacient” (Send SMS to a patient) permission.

If “Canale” (Channels) says “indisponibil” (unavailable), the clinic doesn't have SMS yet; write to the DentFlow team.

The rules: “Confirmare programare” (Appointment confirmation), “Reminder înainte de programare” (Reminder before the appointment), “Reminder cu 2h înainte” (2-hour reminder), “Reprogramare” (Rescheduling), “Confirmare anulare” (Cancellation confirmation), “Follow-up neprezentare” (No-show follow-up), “Rechemare control periodic” (Periodic check-up recall), “Reminder igienizare” (Hygiene reminder), “Schimbare set aligneri” (Aligner set change), “Control radiologic implant” (Implant X-ray check), “Instrucțiuni post-procedură” (Post-procedure instructions), “Restanță de plată” (Overdue payment), “Cerere de recenzie” (Review request), “Felicitare aniversară” (Birthday greeting).

Below the text you see how many characters it has. Diacritics cut an SMS's limit from 160 to 70 characters, so a single “ă” can double the cost of every message. “The default text” restores the original text.

Outside the range, no automatic message goes out. Nothing is lost: whatever falls outside goes out at the first run after the range opens. “Send anytime” removes the limit.

A patient whose record has their own hygiene interval keeps it; the number here is for everyone else.

The link goes into the message of the “Cerere de recenzie” (Review request) rule, in place of {link}. Without it, the message asks for a review without saying where.

The status can be sent, failed, not sent or refused by the patient. “Run now” under “Reminders sent” checks right away whether anything needs to be sent.

For a patient who says they got nothing, see The patient didn't get the SMS.

Messages that failed three times end up here; the rule no longer retries them on its own.

The test then shows under “What the rules sent”. The card also shows “Expeditor” (Sender), the name patients receive messages under; it cannot be changed from the app.

The page requires the “Închide ziua (verifică casa)” (Close the day — check the till) permission.

From then on, payments, reversals, expenses and supplier invoices dated before that date can no longer be changed, reversed or deleted. New payments are still allowed. Anyone with “Modifică perioade financiare închise” (Modify closed financial periods) bypasses the lock. A month already reported must not change quietly.

The page requires the “Gestionează planuri de plată” (Manage payment plans) permission; changing the rules also requires “Modifică setările” (Changes settings).

Also here: “Due-date reminder (days ahead)”, “Installment rounding (MDL)” — the instalment is rounded so it can be paid in cash — and “Default due day”. “Example at 10,000” shows the instalments that would result.

Commission applies to the amount collected, not the price-list price. Zero or empty means no commission. The percentages feed into profit in Economy, the real cost of a service and the per-doctor report. Only the administrator can change them.

With “Notify management” on, large reversals, discounts above the threshold and completed procedures that are reopened show up in the bell — only for the administrator and the owner.

The page exists only if the clinic has the portal module.

• 0 hours means the patient can request a slot just an hour away; 0 days means no limit.
• With no doctor checked, all calendar doctors appear.
• With no service checked, the patient doesn't choose a service. With services checked, a free slot is searched for the length of the chosen service.

With the first box unchecked, the patient still sees their record, documents and payments, but cannot request an appointment.

How to give a patient access: How do I give a patient portal access.

By default, a slot requested from the portal comes in as “pending” and does not take up the doctor's column until someone at the clinic confirms it. That way a patient can't fill a doctor's day on their own. With the box checked, the request takes the slot right away. Choose this only if you know your patients well.

Put fields where the document fills itself in, for example {nume}. In an uploaded file, replace the patient's name with {nume}.

Two checkboxes:

• “Standard document — appears with one click in every patient's record”;
• “Appears in the patient's cabinet — filled with their details and printable” — puts it in the patient portal.

A template is not deleted but retired. “Show retired” shows them again, and “Reactivate” brings a retired one back.

The notice, under art. 13 of Legea 195/2024, replaced the old “Acord prelucrare date personale (GDPR)” (Personal data processing consent). It tells the patient who processes their data, why, who receives it, where it is stored (in the EU, in Frankfurt), how long it is kept and what rights they have. Treatment no longer depends on consent: consent is asked only for promotional messages, as separate checkboxes in the notice.

If the old consent had been left unchanged, it was retired automatically and the notice took its place (in the patient's file and in the portal, where the consent also was). If the clinic had reworded it, it stayed active: retire it here if you no longer need it.

Documents already signed do not change.

The register collects all patients' requests under Legea 195/2024: access, a copy of the record, rectification, erasure, restriction, objection, portability, each with the date received and the reply deadline (one month). “Toate” (All) also shows closed requests.

A new request is entered from the patient's record: How do I register a patient's request about their data. The reply is filled in the same way as there: How do I reply to a data request.

The page requires the “Ține registrul cererilor pacienților privind datele lor” (Keep the register of patients' data requests) permission.

The file has all the clinic's data: patients, appointments, dental charts, payments, inventory, lab, logs. Passwords are not included.

Under “Lists in CSV format” you download lists that open straight in Excel — for working with the data, not as a backup. The page requires the “Exportă date pacienți” (Export patient data) permission.

Only someone with “Modifică setările” (Changes settings) can import.

Export the list from the old program as CSV. From Excel: File → Save As → CSV UTF-8. Import in this order: patients, then appointments and payments — these find their patient by phone or name.

For appointments and payments, match the doctors' names in the file to the clinic's doctors. Past appointments with no status come in as “Completed”. Payments come in as history: they don't change advances or debts.

What already exists is not duplicated, so sending the same file twice breaks nothing.

The default is 20 minutes; 0 turns locking off. The lock only covers the screen, so records don't stay in view. It doesn't sign anyone out: “Continue working” brings the screen back.

It applies at the next sign-in; whoever is signed in now is not kicked out. The demo clinic keeps the platform's values.

The page requires the “Pornește și oprește modulele clinicii” (Turn clinic modules on and off) permission.

A module turned off disappears from the menu for the whole team. Its data is not deleted: turned back on, it shows everything it had. Modules under “Always on” cannot be turned off. A “Neinclus” (Not included) module isn't part of the subscription — write to the DentFlow team. In the demo clinic, modules cannot be turned off.

The status color is the strip on the left of the calendar card; the card's background is the service color. “Return to standard” restores the original colors. Statuses cannot be added or deleted.

Each choice saves immediately. The values here are the defaults; each person can change them for themselves in “My appearance”.

Also here:

• “The menu icons” and “The bar style” — the bar on the left;
• “Dashboard and start” → “The start screen” (“Dashboard” or “Calendar”) and “How many upcoming appointments the Dashboard shows”;
• “Doctor groups” — the groups in the calendar bar; see How do I make a doctor group;
• “The dental chart drawing”;
• “Words that mark a block” — an appointment whose name starts with one of them (break, meeting…) is drawn hatched, as a block, not as a patient;
• “Calm mode — less motion” — fewer animations, useful on slow computers.

When on, a card pulses red when the patient hasn't arrived or called after “After how many minutes a patient who hasn't arrived needs attention”, and green while they are in the waiting room. “Câte pulsuri dă o serie” (Pulses per series), “Viteza fiecărui puls” (Speed of each pulse) and “Cât de des pulsează” (How often it pulses) make it subtler or more insistent.

“Highlight the newly created appointment” puts a green ring and the “New” label on a new appointment for a few seconds.

Each person can then adjust their own dashboard. “Apply to all” erases the role's individual customizations; “Return to default” restores the base layout. Financial indicators stay visible to administrators only.

When it's on, the model receives only what the person asking can already see. What the assistant can read is checked per role, in Settings → Team → Roles & permissions, in the “Asistent AI” (AI assistant) group. The demo clinic sends nothing to a model.

Requires the “Leagă aparate radiologice (chei de încărcare)” (Connect X-ray devices — upload keys) permission. The key is shown only once.

The program on the device's computer uploads studies by itself; they appear in Imaging, under “To assign”. “Worklist” → “Turn on” sends the device the booked patients, so you don't type them by hand. A device tied to a branch gets only that branch's appointments. “Retrage” (Retire) stops the device at its next attempt; studies already received stay.

When off, nobody can place, move or add a simulated implant to the plan. Implants already placed stay visible and can be deleted. A simulated implant with its distances to the canal may count as medical software (MDR); until a specialist opinion, the clinic decides.

• “Deleted radiographs”: how long a deleted study can still be recovered. 0 = never deleted; empty = the platform's rule. The study record stays either way.
• “The CBCT originals”: after how long the original DICOM slices of a read and signed CBCT are deleted. The prepared volume stays, at the device's resolution. Empty = kept.

You see the storage used under “Storage space”, on the same page.

The format is used in imaging, on screen and on the report sheet. What is saved stays in FDI, so you can change it any time without touching signed reports.

When on, the lab sheet also offers an approximate 3D model of the proposed teeth. When off (the default), it has only the images and measurements. A dental model generated from a design comes close to a medical device (MDR); until a specialist opinion, the clinic decides.

The page requires the “Gestionează stocul” (Manage stock) permission and the inventory module.

• “Manual” — stock is kept by hand, from Inventory.
• “Automat cu confirmare” (Automatic with confirmation, recommended) — when the work is completed, the list of materials from the spec sheet appears; adjust the quantities and confirm.
• “Automat silențios” (Automatic, silent) — materials are deducted directly, without confirmation.

Materials per service are defined in Inventory → Spec sheets. A deduction shows in the movement history and can be undone.

The parameters produce “days left”, the proposed threshold, the “order now” signal and the expiry warning. A wrong delivery lead time means orders placed too late.

With “Automatic ordering”, every morning materials below threshold are gathered into draft orders, one per supplier. Nothing goes to the supplier until you review and send them.

On the same page:

• “Cine poate cere materiale” (Who can request materials) — check the doctors who can make requests and click “Salvează lista” (Save the list). With none checked, anyone with access to inventory can request.
• “The material groups” — type in “New material group”, click “Add group”, then “Save the groups”.

These values fill in by themselves on a new lab order. The chosen lab's own turnaround takes priority. 0 for the term = no deadline is promised (and the order doesn't go on the overdue list); 0 for the warranty = no warranty, a redo is done as new, paid work.

You see them in Settings → Clinic → Details, in the read-only “Configured by the platform” card. The SMS sender must first be registered with the provider.

Without “Vede setările” (Sees settings), Settings shows only your own account pages — see How do I find a setting. Many pages also require their area's permission:

A page for a module that is turned off (Imaging, Inventory, Laboratory, HR, Portal) does not appear at all.