CASE WORKFLOW
Guide to Case Creation
How to create and submit a new case through the Active Aligners provider portal, from preparing your files to approving the treatment plan and sending to manufacture.
BEFORE YOU START
Before you start
Only the Dental Professional’s login can create a new case for that practice in the Active Aligners provider portal. Once the case is created, the lab can update it with scan files sent directly to the lab. Send scans to submissions@smileclublab.co.za. The only way to create a new case is with a .zip file containing your quality-control images and/or scans.
If you are not sure what belongs in that .zip, run through the case submission requirements first, they are your pre-submission checklist for records, photos and prescription. For a patient who is still weighing up treatment, the case consultation workflow walks through the conversation before you create the case here.
Create the .zip file
Select all your quality-control images, right-click and choose “Send to” → “Compressed (zipped) folder”. Name the .zip file with your patient’s name, e.g. John_Brown.zip.
CREATE THE CASE IN THE ACTIVE ALIGNERS PROVIDER PORTAL
Create the case in the Active Aligners provider portal
Confirm the .zip file is saved with your patient’s name, e.g. John_Brown.zip
Log in to the Active Aligners provider portal (your username is your email address; access it via activealigners.com). Use the password reset link if needed.
Click New Cases (bottom right)
Drag and drop your zip folder, or browse and select it
Make sure the page has loaded completely: a full green line runs horizontally across the top of the page
Check the patient name is filled in correctly
Select Design type Clear Aligners – Anterior or Clear Aligners – Full Arch (a refinement should only be created after a patient has completed an Active Aligners treatment)
Select the arches to be treatment-planned (one or both, as needed)
Complete Add-Ons / modifiers: select the specific action required under each modifier. Under retainers, select “Yes, export retainers” for your free set (without attachments). Note: extra charges apply for model clean-up and bracket removal if selected.
Add any patient instructions not covered by the modifiers in Additional Case Comments, e.g. a pontic or an implant on a tooth (with the tooth number)
Submit the case for treatment planning (red arrow, top right)
The order appears under “Sent for Design”. The lab adds scans, and treatment planning begins (around 3 working days). Open the case via the blue order ID; add extra quality-control images if needed.
Once planned, the case moves to Needs Approval. Choose Actions → Review case to view the 3D simulation, the IPR required and at which stage, the attachment positions, and a downloadable treatment-plan PDF.
If you’re happy with the outcome, tick “I am the prescribing Dr”; the Approve and Manufacture button becomes available. Click it to send the case to manufacture.
APPROVE AND SEND
Approve, redesign, or check holds
The Actions button also lets you send the treatment-plan link to the patient or doctor. By South African law, nothing can be manufactured without a lab slip, bookmark the online lab slip so it’s available whenever you submit a job. You can also send a case to Redesign if you’re not happy. If a case is on hold, check the Activity tab for the reason, typically: no scans uploaded, scans not acceptable quality, the patient is not a candidate, or the planners need more information.
Cases will automatically move to Complete 10–14 days after approval, even if not completed. Please make sure you send the lab slip when a case is approved. Once the approval and lab slip have been received, the case moves from Sent To Manufacturer to At Manufacturer.
Related resources
Case submission requirements
Get the records, photos and prescription right before you create the case.
Case consultation workflow
How the conversation with a patient flows before a case is created.
Attachments and IPR
Read the guide to attachments and the guide to IPR before you approve.
Ready to submit a case?
Package your records, create the case in the Active Aligners provider portal, and the lab takes it from there. New to Active Aligners? Start with the provider onboarding.