Getting Started with the Information System
Learn how to set up and manage your dental clinic on Cicero.
What is the Cicero Information System?
The Cicero Information System is your central hub for managing dental clinic operations. It provides comprehensive tools for:
- Dashboard - Real-time overview of clinic metrics and quick actions
- Staff Management - Onboard, manage, and track team members
- Compliance Training (LMS) - Assign and track required training completion
- Inventory (Drawers) - Organize and track clinic supplies and stock
- Orders - View and manage supply orders from the Marketplace
- Documents - Store and organize clinic documents
- Company Directory - View organization structure and locations
Registering Your Clinic
Starting the Onboarding
- Access the Information System
- If you don't have a clinic yet, you'll be directed to Register Clinic
- The onboarding wizard guides you through setup
Onboarding Steps
The clinic registration process has three main steps:
Step 1: Basic Information
Enter your clinic's basic details:
- Clinic Name - Your business name
- Logo - Upload your clinic's logo (optional)
- Description - Brief description of your clinic
Step 2: Business Details
Enter business information:
- Company Registration - Business registration number
- Tax/VAT Information - Tax identification details
- Contact Details - Phone, email, website
- Business Address - Registered business address
Step 3: Delivery Details
Set up your delivery address for orders:
- Street Address - Full delivery address
- City and Postal Code - Location details
- Country - Delivery country
- Delivery Instructions - Special instructions for deliveries
After completing all steps, your clinic is created and ready to use.
Clinic Dashboard
Your central command center for clinic operations.
Dashboard Overview
The dashboard displays:
Summary Cards
- Total Orders - Sum of all orders placed
- Pending Orders - Orders awaiting delivery
- Expiring Materials - Items expiring in 30 days
- Active Staff - Current active team members
- Monthly Expenses - This month's spending
Quick Actions Fast access to common tasks:
- Add inventory items
- View orders
- Access staff management
- Check compliance
Dashboard Statistics
Visual charts and analytics:
- Stock Value - Total inventory value over time
- Consumables Cost - Monthly consumable expenses
- Subscription Info - Your Cicero subscription details
- Supplier Purchases - Spending by supplier
- Material Usage - Product usage by staff member
- Average Delivery Time - Supplier delivery performance
Dashboard Widgets
- Approaching Expiration - Products expiring soon
- Expired Certificates - Staff trainings needing renewal
- Upcoming Orders - Recent and pending orders
Navigation Sidebar
Access all clinic features from the sidebar:
| Section | Purpose |
|---|---|
| Dashboard | Overview, metrics, and quick actions |
| Staff | Manage team members and permissions |
| Compliance | Track training completion (LMS) |
| Orders | View order history from Marketplace |
| Drawers | Manage inventory and stock |
| Documents | Store and access clinic documents |
| Company Directory | View organization structure |
Staff Management Overview
Manage your team from the Staff section.
Staff Statistics
Four summary cards display:
- Total Staff - All team members
- Active - Currently active staff
- Pending - Awaiting invitation acceptance
- Inactive - Deactivated staff
Staff List
A searchable table showing:
- Staff member name and photo
- Email address
- Status (Active/Pending/Inactive)
- Job position
- Date added
- Actions
Adding Staff
Click + Add Staff Member to onboard new team members using:
- QR Code Scanning - Fastest when staff is present
- Email Invitation - For remote onboarding
Compliance Training Overview
The Compliance section (LMS) helps track required training.
For Administrators
Users with LMS Edit permissions see:
- Staff Compliance Table - All staff with compliance status
- Filter Tabs - All, Compliant, Not Compliant
- Export to Excel - Download compliance reports
Training Cards
Required trainings display as cards showing:
- Training title and thumbnail
- Duration
- Your completion status
- Clinic completion statistics (X of Y completed)
Filtering Trainings
Filter by completion status:
- All - Show all trainings
- Completed - Finished trainings
- Not Completed - Pending trainings
Inventory (Drawers) Overview
Manage clinic supplies and stock.
Key Features
- Locations - Organize stock by physical location
- Positions (Drawers) - Create storage positions within locations
- Products - Track products in each position
- Expiration Tracking - Monitor expiring items
- Stock Levels - Set minimum quantities and alerts
Views
- Grid View - Visual cards for each drawer
- List View - Tabular view of all items
Actions
- Add locations, positions, and products
- Scan delivery notes to add stock
- Export inventory to Excel
Orders Overview
Track orders placed through the Marketplace.
Order List
View all orders with:
- Order number and date
- Supplier information
- Order status
- Total amount
Order Details
Click an order to see:
- Complete item list
- Delivery information
- Order status history
Permissions
Your access level determines what you can do:
| Permission | View | Edit |
|---|---|---|
| Dashboard | See dashboard metrics | - |
| Staff | See staff list | Add/modify staff |
| LMS | See trainings | Manage compliance |
| Stock | See inventory | Manage inventory |
| Stock Correction | - | Make adjustments |
| Orders | See order history | Manage orders |
| Wishlist | See wishlist | Add/remove items |
| Cart | See cart | Place orders |
| Clinic Details | See clinic info | Edit settings |
Your permissions are set by the clinic owner or administrator.
Multiple Clinics
If you belong to multiple clinics:
- Use the clinic switcher in the header
- Click to see available clinics
- Select the clinic you want to manage
- The interface updates to show that clinic's data
Each clinic has separate:
- Staff members and permissions
- Inventory and stock
- Orders and history
- Compliance tracking
Editing Clinic Settings
To modify your clinic information:
- Navigate to Dashboard
- Click Edit or go to clinic settings
- Update clinic information:
- Basic details
- Business information
- Delivery address
- Save changes
Profile Settings
Access your personal settings:
- Click your profile icon in the header
- Select Profile
- Manage:
- Personal information
- Profile photo
- Notification preferences
- Password and security