Onboard your lab on Cympha

Onboarding is how a lab joins Cympha dental lab case management software and becomes findable, so clinics can submit cases to it the same afternoon.

Audience: Lab owners and managers setting up a new lab on Cympha for the first time. No technical background needed; if you've ever filled in a business directory listing you'll be fine here.

You'll come away knowing: how to register your lab, write a lab profile that clinics actually read, list the services you offer with optional order forms, set how clinics pay, share your lab link with your customers, and bring your team on board.

Time required: Around 10 to 15 minutes if you have your details ready. If you leave partway through, your saved values are kept — but the wizard always reopens on the first step, so it's quickest to finish in one sitting.

Before you start

Gather these in advance — it makes the wizard quick:

Lab name, address, and contact details. The trading name, full street address, phone, and a lab email. This goes on your lab profile.
A one-paragraph introduction. Two or three sentences about what you do and what makes you a good partner. Example: "Smile Lab is a five-designer aligner-focused lab in Lyon. We've designed for European GPs and orthodontists since 2019, and we turn around routine cases inside three working days."
A list of services with starting prices (USD). What you offer (clear aligners, crown & bridge, retainers, surgical guides, etc.) and the default price for each. Prices are optional — leave them blank if TBD and you'll show "Contact for pricing".
(Optional) An order form per service. A PDF of the form you use today — a typed PDF extracts best; scans and photos don't extract. The wizard extracts the text and saves it against that service so customers see your form's questions when they submit a case. Without an order form, customers just see a general instructions field — perfectly fine.

Your team members don't get invited by you in this wizard — instead, after you finish, they'll sign up at app.cympha.com themselves and pick your manager email when prompted. You'll then see them on your Team page with Approve / Reject buttons.

You don't need a credit card on file to finish onboarding.

Step 1 — Sign up as a Lab Manager

Go to app.cympha.com/sign-up. Fill in the standard email + password form.

On the Select Your Role screen, pick Lab Manager. This is important — designers and clinicians pick different roles and end up in different places. As Lab Manager you become the owner of the new lab, and you skip the "find your lab manager" lookup other roles have to do.

After role selection, the four-step onboarding wizard opens automatically at /team/onboarding.

The wizard has four steps shown as progress bars at the top: Lab Info → Introduction → Services → Payment.

Step 2 — Lab Info

The first screen is Lab Info ("Basic contact and location details"). Fill in:

Lab Name (required). Use the real trading name (e.g. Smile Lab), not an internal code.
Phone and Email of the lab. Optional.
Address, City, State / Province, Zip / Postal Code, Country. All optional, but worth filling in — clinics see this on your lab profile.

Click Next.

Step 3 — Introduction

The Introduction screen ("A brief description of your lab") has your logo and a text area.

Lab logo. Click Upload logo and pick a PNG, JPEG or WebP image up to 2 MB. It must be square, or close to it (no wider or taller than 5:4), and between 64 × 64 and 512 × 512 pixels; anything else is refused with the reason. Your customers see it when they sign in, on their case form, and at the top of the menu while they work on a case sent to your lab, beside "Powered by Cympha". You can replace or remove it later.

Brief Lab Introduction. Clinics see this when they look at your lab — keep it short and concrete.

A good introduction answers three questions a clinician will silently ask:

What do you actually design? — "Clear aligners and retainers. Not implant guides."
Who's your typical customer? — "European GPs and orthodontists with 1–10 ortho cases a month."
What's the turnaround? — "3 working days for routine cases, 1 day for revisions."

Skip marketing language. The clinicians reading this page are clinicians; they want operational facts.

Click Next.

Step 4 — Services

The Services screen ("What you offer and your order forms") is where you list every service your lab provides.

Pre-built services. Every lab starts with three: Orthodontic Planning, AlignerBot Planning and Implant Guide Planning, each marked Pre-built. Click Turn off on any you don't offer, and Turn on to offer it again later; a pre-built service can't be deleted. Their prices are flexible, because ortho and implant cases differ a lot: you send a price for each case after seeing its files, and the clinician accepts it. Services you add yourself are marked Your service.

Price guideline. Every service has a price guideline box, for example "$150 per arch". Type it and click Save. Clinicians see it on the case form when they choose the service. It sets expectations only; the price charged is still your fixed price, or for a flexible service the price you send for the case.

For each service:

Type or pick a category in Service / Product Category — there's a built-in datalist (Clear Aligners, Crown & Bridge, Implant Prosthetics, Full Dentures, Partial Dentures, Night Guard, Orthodontic Retainer, Veneers, Surgical Guide, etc.) but you can type your own.
Enter the Price (USD) — optional; leave blank if TBD and you'll show "Contact for pricing".
Click Add.

Each service appears in the table below with its price and an optional Order Form slot. To attach an order form, click Upload form in that row, pick a PDF, and the wizard extracts the raw text from the file. Review the extracted text in the read-only textarea, then click Save extracted text. Customers will see your form's questions instead of the generic instructions field when they submit a case for this service.

Pick service names and prices carefully: from /lab you can add services, turn any of them off and on, change any price guideline, and delete the services you added yourself. An existing service's name and price can't be edited; to change either on a service you added, delete it and add it again.

Click Next.

Note on AlignerBot. AlignerBot is not enabled here. It's chosen on the Select Your Role screen at sign-up (one of your designers signs up and picks the GuideMia AlignerBot role). The agent on that designer's workstation pairs to Cympha — see Install and pair Cympha Agent Manager.

Step 5 — Payment

The Payment screen ("How dentists pay for your services") supports three options — you can enable any or all of them:

Pay through our platform (checkbox). Dentists pay via Cympha — funds are transferred to you. Simplest for new labs.
Guest checkout URL (optional text field). Link to your own online checkout page for direct payment. Use this if you already process card payments yourself.
Store link (optional text field). Link to your online store if you have one. Use this if you bill clinics on monthly statements.

Click Complete Onboarding. The wizard shows Your lab is set up, with your lab link.

Step 6 — Share your lab link

Cympha does not list labs publicly. Your lab link is how customers find you and send you cases.

Your link is cympha.com/labs/<link-name>. The link name is made from your lab name when you finish onboarding, for example cympha.com/labs/mydentallab. Copy puts it on your clipboard; Open follows it the way a customer would.
What happens when a customer opens it: Cympha sign-in opens, showing your logo and lab name. New customers create an account from there. Your lab stays selected through sign-in and sign-up, including Google sign-in, and the case form opens with your lab already chosen. A customer who is already signed in goes straight to the case form.
Where to put it: your email signature, your website, the messages you send clinics, your business card.
Finding it again: the Your lab link card is on your profile page and on the Lab page (/lab), for the lab manager and lab admins.
Changing the link name: click Change link name on the Your lab link card. A link name is 3 to 40 lowercase letters, digits or hyphens, must not be in use by another lab, cannot be a reserved word (such as pricing or docs), and cannot contain guidemia or cympha. Links you already sent stop working after a change.

Click Go to my team to continue.

Step 7 — Wait for your team to join

You land at /team after the wizard. There is no "Invite team member" button — team members invite themselves and you approve them. Here's how the flow really works:

Tell each designer / case intaker / lab admin / manufacturing engineer / operational team member to go to app.cympha.com/sign-up and create their own Cympha account.
On the Select Your Role screen, they enter your manager email in the Lab manager email field and click Find.
They pick their role from the list: Designer, AlignerBot, Case Intaker, Lab Admin, Manufacturing Engineer, or Operational.
Their account is created with a pending status and a request lands on your Team page under Approval Requests showing their name, requested role, current lab (if any), and requested lab.
You click Approve to add them, or Reject to refuse. The toast confirms the action and the table refreshes.

If you only have designers, that's fine — you can run the whole flow with just Lab Manager + Designer roles. Add more later as the team grows.

What happens next

Your lab link works immediately. Clinics who already use Cympha can also find you by searching your lab name or your manager email on app.cympha.com/cases/new.
Cases start landing in /queue. When a clinician submits a case, it appears there with Submitted status. Open it, assign a designer, and the case status flips to Designing.
Most things stay editable. Lab name, introduction, payment options — all editable from /lab after onboarding, and order forms can be replaced and re-extracted. Services are the exception: you can add them, turn them off and on, change their price guideline, and delete the ones you added, but not edit an existing one's name or price.

Troubleshooting

A clinic says they can't find my lab in search. Cympha doesn't have a public browseable directory — clinics search by your lab name, or by your (the manager's) name or email. Partial matches work, but the search needs at least two characters and the spelling has to be right. The most reliable thing to share is your lab link: it opens the case form with your lab already selected. It is on the Your lab link card on your profile page and at /lab.

The order form text extraction got my form wrong. PDF text extraction works on text-based PDFs (not scans of paper — there's no image extraction). If the extracted text is garbled or empty, re-export your form from Word/Pages as a text PDF, then click Replace on the service row and extract again.

A team member says they can't find me in the lab manager lookup. They have to type your manager email exactly — the email you signed up with. Double-check casing and spelling. If still nothing, ask them to share the error toast text so we can debug.

I picked the wrong role at sign-up. Roles are set once and can't be changed from your account — the gate is intentional, so choose carefully. If you're still in a pending lab-staff state (waiting on a lab manager's approval), you can use Cancel request & resubmit on the Approval Pending screen to return to role selection and pick again.

Related how-to: see Install and pair Cympha Agent Manager once one of your designers has chosen the AlignerBot role and needs to set up their workstation.