Clinic User Guide
Overview
Section titled “Overview”The YSS Client Portal is a web platform that helps dental and aesthetic clinics manage their profile, track patient appointment requests, view performance analytics, and run the patient-facing YSS Visualizer — an AI-powered smile simulation tool that patients use to preview treatments and book consultations.
This guide covers the Clinic section of the portal. It is written for front-desk staff and clinic managers who use the portal day to day.
Roles & Access
Section titled “Roles & Access”The portal recognises two roles for clinic users:
| Role | Landing page after login | Key capabilities |
|---|---|---|
| Clinic Admin | Analytics (Performance Dashboard) | Full access: edit clinic settings, manage modules, manage subscriptions, manage promotions, view all analytics, manage bookings |
| Clinic Staff | My Clinic page | Day-to-day operations: view clinic details, manage bookings, view the clinic’s engagement links; cannot edit clinic name/email or manage subscription/modules |
When you log in, the portal routes you automatically to the correct starting page based on your role.
My Clinic
Section titled “My Clinic”Clinic Profile
Section titled “Clinic Profile”Navigate to My Clinic from the main menu (or it may be your landing page if you are a Clinic Staff member).
The top card on this page displays your clinic’s core information:
- Clinic name and unique ID
- General Info: clinic email address and phone number
- Contact Info: physical address (street, city, province/state, postal code)
- Billing Info: billing address (which may differ from the contact address)
- Promote Link — the public-facing URL you share with patients. When a patient opens this link they enter the YSS Visualizer experience, can run a smile simulation, and can request an appointment.
- Simulate Link — an internal URL for staff use. It runs the same visualizer but without the booking step, so you can demonstrate the tool to patients in the clinic without creating a booking request.
A copy button sits next to each link so you can copy it to the clipboard in one click.
Editing Clinic Settings
Section titled “Editing Clinic Settings”Click the Edit button at the top right of the Clinic Details page to open the Edit Clinic panel.
The panel slides in from the right and contains the following sections:
General Info
- Clinic name (may be locked for editing depending on your role — Clinic Staff cannot rename the clinic or change its email address)
- Phone number
- Email address
- Region
Contact Info
- Street address, city, province/state, country, postal/zip code
Billing Info
- Tick the “Same as contact info” checkbox to automatically copy the contact address into the billing address fields, or fill them in separately if your billing address differs.
Once you have made your changes, click Save. A confirmation message appears briefly and the panel closes. Click Cancel to discard changes.
Active Modules
Section titled “Active Modules”Below the profile card is a Subscription & Payment section that shows which platform plan your clinic is on, its billing cycle, cost per period, and the current subscription status.
If you have an active subscription the page also shows a Try-Ons this month progress bar. It displays how many AI try-on simulations have been used out of your monthly allowance, and the date on which the count resets. The bar turns amber when you are close to the limit and red when the limit is reached. Clicking the bar opens the subscription management panel.
Clinic Admins and Group Admins can click Manage Modules to open a panel where the active treatment modules (e.g. Whitening, Braces, Veneers) can be toggled on or off. Only modules that are enabled appear on the patient-facing Visualizer.
Promotions
Section titled “Promotions”The Promotions section lists all promotions configured for your clinic. Each promotion row shows:
- Module — which treatment the promotion applies to (e.g. Braces, Whitening)
- Discount — the percentage discount offered
- Price — the treatment price at the discounted rate, and its currency
- Period — the date range the promotion is active, or “Ongoing” if there is no expiry
- Status — Active or Inactive
To add a promotion, click Add Promo. A panel slides in with the following fields:
- Module — select the treatment from the list of your active subscription modules
- Treatment Original Price — the full (pre-discount) price of the treatment
- Discount % — the percentage off to apply
- Timed Promotion toggle — turn this on if the promotion runs for a fixed date range. When turned on, start and end date fields appear. When turned off, the promotion is ongoing with no expiry.
Click Add Promotion to save, or Cancel to discard.
To edit a promotion, click the pencil icon on the promotion row. The same panel opens pre-filled with the existing values. Click Save Changes to update.
To delete a promotion, click the bin icon on the promotion row. The promotion is removed immediately.
Active promotions are automatically surfaced to patients inside the Visualizer’s offer screen after they have completed their simulation, and their performance is tracked in the Analytics dashboard.
Clinic Stats at a Glance
Section titled “Clinic Stats at a Glance”If your clinic has an active subscription, a Try-Ons this month tile appears in the Subscription & Payment section showing:
- How many simulations have been used this period
- The total monthly allowance (including any add-on packs)
- A colour-coded progress bar (green = healthy, amber = approaching limit, red = at or over limit)
- The date on which usage resets
If your clinic has purchased try-on packs to extend the monthly allowance, the tile notes how many packs are included in the total.
Bookings
Section titled “Bookings”The Booking List
Section titled “The Booking List”Click Bookings in the navigation to see all appointment requests that have come in through the patient-facing Visualizer.
The page opens with the list filtered to Unprocessed — requests that have not yet been acted on. This is the view your front desk team will use most often.
Searching and filtering
On desktop you have a full toolbar:
- Search box — search by patient name, email, or phone number
- Status filter — a segmented button group: Unprocessed, All, New, Scheduled, Call Back, Not Interested
- Sort dropdown — sort by date (newest or oldest), name, email, or status
On mobile, a compact search bar appears alongside filter and sort icon buttons that open dropdown menus.
Columns shown per booking (desktop)
| Column | What it contains |
|---|---|
| Date | Date and time the request was submitted |
| Name | Patient name |
| Patient email address | |
| Phone | Patient phone number |
| Treatment | The treatment module and specific option the patient simulated (e.g. “Braces / metallic”) |
| Status | Current status badge (colour-coded) |
| Photos | Photo icon, visible only when the patient submitted before/after photos |
| Actions | Edit icon to update the booking status |
On mobile, each booking appears as a card with the same information laid out vertically.
Results are paginated at 10 per page. Use the page controls at the bottom to move between pages.
Viewing Booking Details
Section titled “Viewing Booking Details”Each booking row displays the patient’s contact information and the treatment they expressed interest in. The treatment column shows both the module (e.g. “Braces”) and the specific style the patient chose during the simulation (e.g. “metallic”), written in plain language.
Booking Photos
Section titled “Booking Photos”If a patient completed the full simulation flow (took or uploaded a photo), their before and after images are stored and attached to their booking request.
When photos are available, a photo icon appears in the Photos column. Click it to open the Booking Details photo viewer, which shows the before and after images side by side at a large size. The patient’s name and treatment appear at the top of the panel. Close the panel by pressing the Escape key or clicking outside it.
Booking Statuses
Section titled “Booking Statuses”Every booking request has one of the following statuses, shown as a colour-coded badge:
| Status | Badge colour | Meaning |
|---|---|---|
| New | Yellow | A fresh request that has not been reviewed yet |
| Scheduled | Blue | An appointment has been confirmed and booked |
| Call Back | Orange | A callback has been scheduled; a date/time is stored |
| Not Interested | Grey | The patient has indicated they are not proceeding |
Unprocessed is a filter mode, not a status — it shows all requests that are still in the New state.
To update a booking status, click the edit (pencil) icon in the Actions column. A modal appears with the patient’s name and treatment, and a radio group to select the new status. If you choose Call Back, a date and time picker appears — this field is required before you can save. Click Save to apply the change, or Cancel to close without saving.
Analytics
Section titled “Analytics”Clinic Admins land on the Analytics page automatically after login. It can also be reached via the navigation at any time.
Dashboard Overview
Section titled “Dashboard Overview”The Performance Dashboard shows a snapshot of patient engagement and appointment pipeline activity for your clinic. A time-range selector at the top right lets you view data for the last 7 days, 30 days, or 90 days.
The dashboard is arranged as follows:
- Four KPI tiles
- Four conversion rate summary tiles
- Treatment Performance chart
- Promotion Performance section
- Appointment Pipeline donut chart
- Visitor Activity trend chart alongside a Patient Journey funnel
- Try-On Usage history (last 6 months)
Try-On Activity
Section titled “Try-On Activity”Try-On Usage (last 6 months)
A bar chart at the bottom of the dashboard shows how many AI simulations were run in each of the last six calendar months, plotted against your monthly allowance. This helps you identify seasonal patterns and decide whether to purchase additional try-on packs.
The chart is only shown for clinic-scoped dashboards (i.e. when you are viewing your own clinic’s data, not a group roll-up).
Visitor Activity trend chart
A line chart tracks daily unique visitors (patients who opened your Promote Link) versus daily appointment requests over the selected period. Averages per day are shown below the chart, letting you quickly gauge whether a given week was above or below your normal rate.
Patient Journey funnel
A stepped funnel shows how patients progress through the Visualizer:
- Visitors — patients who opened the Promote Link
- Treatment Explored — patients who selected a treatment module
- Simulation Viewed — patients who completed a simulation (before/after result)
- Appointment Requested — patients who submitted a booking form
The drop-off percentage between each step is shown between the bars, so you can see where patients leave the funnel and target improvements accordingly.
Booking Metrics
Section titled “Booking Metrics”KPI tiles (top row)
| Tile | What it measures |
|---|---|
| Visitors | Total patients who opened the Promote Link in the period |
| Appointments | Total booking requests submitted in the period |
| Conversion Rate | Appointments as a percentage of Visitors |
| Top Treatment | The treatment with the most patient interest in the period |
Conversion summary tiles (second row)
Four smaller tiles provide more granular conversion rates at each funnel step:
- What percentage of link openers visited a treatment page
- What percentage of site visitors ran a simulation
- What percentage of simulation users requested an appointment
- How many appointments have been confirmed and scheduled
Treatment Performance chart
A horizontal bar chart shows, for each active treatment module, three metrics side by side:
- Explored (teal) — how many patients selected this treatment
- Simulated (purple) — how many ran a simulation
- Appointment Requested (orange) — how many submitted a booking
Rates are shown per module: what percentage of explorers ran a simulation, and what percentage of simulation users then requested an appointment. Modules are sorted with the most-engaged treatment at the top.
Promotion Performance section
Cards for each active promotion show:
- The treatment module and discount percentage
- Whether the promotion is currently Active or has ended
- The promotion’s date range (or “Ongoing” if no expiry)
- The number of appointments submitted during the promotion period
- The promo treatment price
Appointment Pipeline donut chart
A donut chart shows the current breakdown of all booking requests by status (New, Scheduled, Call Back, Not Interested). The total count appears in the centre. A legend alongside the chart lists the count and percentage for each status.
The YSS Visualizer (Patient-Facing Tool)
Section titled “The YSS Visualizer (Patient-Facing Tool)”Overview
Section titled “Overview”The YSS Visualizer is a web-based tool that lets patients see a realistic preview of how a dental or aesthetic treatment would look on their own face, using either their device camera or a photo they upload. After viewing the result, patients can see any current offers and submit an appointment request directly from the tool.
The Visualizer runs entirely in the patient’s web browser — no app download is required.
How to Launch the Visualizer
Section titled “How to Launch the Visualizer”There are two ways to share the Visualizer with patients:
- Promote Link — share this link via SMS, email, social media, or a QR code on printed materials. It runs the full patient journey including the booking step. Your clinic’s Promote Link is shown on the My Clinic page and can be copied with one click.
- Simulate Link — use this link inside the clinic to demo the Visualizer on a reception desk tablet or computer. The booking step is hidden, so staff can show patients the simulation without creating a booking record.
Patient Journey — Step by Step
Section titled “Patient Journey — Step by Step”The following describes the experience from the patient’s point of view.
Step 1: Consent & Privacy
Section titled “Step 1: Consent & Privacy”When a patient opens the Promote Link for the first time, they are presented with two consent prompts before the tool proceeds. Both consents are required to use the simulation feature. Once accepted on a given device, the patient is not prompted again on future visits unless the policy version changes.
Privacy & Terms consent
A modal titled “Your privacy matters” explains that the platform needs to process the patient’s photo to provide the virtual try-on experience and relevant recommendations. It confirms that photos are not shared or stored permanently — they are visible only to the patient during their visit.
The modal contains:
- A checkbox pre-ticked with “I agree with [Terms and Conditions]” — the Terms and Conditions link opens the full YSS Software Licensing Terms inside the same modal (scrollable, last updated 1 April 2026)
- An Accept button (teal, enabled only when the checkbox is ticked)
- A Decline button
If the patient clicks Decline, the tool shows a full-screen “consent required” page explaining that they cannot proceed without accepting. A button on that page re-opens the relevant consent modal. The patient cannot access the module grid without accepting.
Biometric data consent
Immediately after accepting the privacy consent, a second modal appears titled “Before you upload your photo.” This modal explains:
- The patient’s photo will be uploaded, processed using AI, and stored for up to 30 days, then permanently deleted and never shared with third parties.
- The patient can withdraw consent at any time by emailing connect@yoursocialsmile.com.
- An optional toggle — off by default — allows the patient to opt in to having their photo used to improve the AI models. Opting out of this secondary use does not prevent the simulation from running.
The modal contains:
- I agree and continue (teal, primary action)
- Decline (neutral)
Step 2: Selecting a Treatment Area
Section titled “Step 2: Selecting a Treatment Area”After both consents are accepted, the patient sees the main interest screen with the heading “What are you interested in?”
The available treatment modules are displayed as a grid of tiles (two columns on mobile, three columns on tablet and above). Each tile shows an icon representing the treatment and its name. Only the modules that your clinic has enabled in its subscription are shown.
Available modules include:
- Whitening
- Braces
- Veneers
- Straightening
- Implants
- Lip Fillers
- Lips Morphing
The patient taps the treatment they are interested in. If the clinic has run out of try-on simulations for the current month, a “preview unavailable” screen is shown instead of the module grid, and the patient is offered a direct route to book an appointment.
Step 3: Taking or Uploading a Photo
Section titled “Step 3: Taking or Uploading a Photo”After selecting a treatment, the camera screen opens. The camera viewfinder occupies most of the screen, with the chosen treatment’s effect applied live so the patient can see a real-time preview.
Treatment-specific controls appear below the viewfinder:
- Braces — three style tiles (Metallic, Ceramic, Clear/Aligners); a colour picker for the Metallic option lets the patient choose a bracket colour from the full catalogue
- Whitening — three shade tiles (White, Whiter, Whitest), corresponding to recommended VITA shade codes
- Veneers — two shape tiles (Oval, Square)
- Straightening / Implants — a single “Adaptable” tile
- Lip Fillers — a single “Select Size” slider
- Lips Morphing — three sliders (Select Size, Select Thickness, Select Shape)
Framing guidance: Two indicator chips appear above the viewfinder — “Great lighting” and (for tooth treatments) “Let your teeth show slightly.” These chips turn active when the system detects good conditions. The Take a photo button is only enabled when a face is detected, the lighting is good, and (for tooth treatments) the patient’s mouth is slightly open. This prevents blurry or poorly lit captures.
Camera permissions: If the patient’s browser or device has denied camera access, they are routed to the photo upload fallback screen (see below). Patients cannot proceed with the camera capture while permissions are blocked.
Photo upload fallback
If camera access is denied or unavailable, the patient sees an upload screen with the heading “See your results in 30 seconds.” The screen offers:
- A dashed drop-zone where the patient can drag and drop a photo, or tap to open the file picker (JPG or PNG, up to 10 MB)
- A preview of the chosen photo with options to choose a different photo or remove it
- Three trust chips: Secure, 30-second results, Free to use
- A Continue button (once a photo is staged) to proceed with the uploaded photo
- A No camera? No problem button (when no photo has been staged) that skips the photo step entirely and takes the patient straight to the offer page so they can still book an appointment
Step 4: AI Processing
Section titled “Step 4: AI Processing”For the following treatment modules, the patient’s photo is sent to the AI server for processing: Veneers, Straightening, and Implants. These are called API-mode modules because the before/after composite is generated server-side rather than in real time.
While the server processes the image, the patient sees a loading screen with the heading “Creating your smile preview” and an animated progress bar. The bar gradually fills toward 88% while the request is in flight, then snaps to 100% and shows “Preview ready!” when the result is ready.
If processing fails, an error screen appears with a Try again button (which re-runs the request) and a Go back button (which returns to the camera step so the patient can retake).
For real-time modules (Whitening, Braces, Lip Fillers, Lips Morphing), the effect is applied instantly by the camera SDK and the processing step is skipped — the patient goes directly from capture to results.
Step 5: Viewing Results
Section titled “Step 5: Viewing Results”The result screen shows a side-by-side before/after comparison using an interactive slider. The “Before” label appears over the left portion and the “After” label over the right portion.
The patient drags the slider handle left and right to reveal more of the before or after image. The slider is touch and mouse compatible.
Controls below the comparison image:
- Retake photo — returns to the camera step so the patient can try a different angle or expression
- Upload New — opens a file picker to swap in a different base photo without leaving the result screen (only shown when the upload path is available)
- Book a visit — advances to the offer and booking screens
Step 6: Offers & Promotions
Section titled “Step 6: Offers & Promotions”After the patient taps “Book a visit,” the offer screen appears with the heading “How to get the smile you want.”
The screen shows two cards:
Treatment offer card
- The patient’s simulated “after” photo is shown on the left of the card
- Treatment name, price, and pricing context on the right
- Treatment details: estimated duration, expected result, and certification/quality note
- A coloured gradient footer with the promotional headline (e.g. “25% off”), validity period (e.g. “Valid 7 days”), and urgency copy
If your clinic has an active promotion for the treatment the patient chose, the real discounted price is shown with the original price struck through. If no active promotion is configured, default marketing copy and pricing for the module are shown.
Clinic card Shows your clinic’s name, rating, and review count.
A gradient Book a visit button at the bottom advances to the booking form.
Step 7: Booking an Appointment
Section titled “Step 7: Booking an Appointment”The booking form appears with a headline that reflects the active promotion:
- If a promotion applies: “You’re getting [X]% off on [Treatment]. Share your details to claim it.”
- If no promotion applies: “Share your details to book your visit.”
Form fields:
- Name (required)
- Email address (required, must be a valid email format)
- Phone number (required, minimum 6 digits) — a country code picker sits to the left of the phone field, defaulting to a sensible country code. The patient can tap it to select a different country and dial code.
When all fields are valid the patient taps Send. The button shows a spinner and “Sending…” status while the request is processed. If photos were taken during the session, they are uploaded to secure storage first and the button shows “Uploading photos…” during that step.
On success, a success dialog appears confirming the booking request has been received. The dialog includes a link to download the patient’s “after” simulation image as a memento. When the patient dismisses the dialog, the flow resets to the treatment selection screen so another patient can use the same device.
If submission fails, an error banner appears inside the form explaining the issue, and the patient can try again without losing their entered details.
Staff Preview / Simulation Mode
Section titled “Staff Preview / Simulation Mode”The Simulate Link (found on the My Clinic page) runs the same Visualizer experience but with the booking step hidden. This is intended for in-clinic demonstrations where staff want to show a patient what the simulation looks like without creating a booking record in the system.
Use cases:
- Demonstrating the tool to a walk-in patient at the reception desk
- Training new staff on what patients experience
- Testing that a newly enabled module is working correctly