For most practices, the first team onboarding session should take about 30 minutes. The goal is simple: invite the right people, assign the right roles, turn on security settings, and show the team how to record their first Lab session.

Denticode includes built-in roles to help control what each team member can access.

Each role comes with a set of permissions. You can assign one role to a user or create custom roles if your practice needs more control.

Owners have full access to the account.

This includes:

Most practices should only have one or two Owners.

Admins can manage most of Denticode, but do not have billing access.

This role is usually best for:

Admins can help manage users, settings, templates, and daily workflows.

Providers can use the clinical areas of Denticode.

This role is usually best for:

Providers can access Lab sessions, perio tools, templates, coding tools, and their assigned patient roster.

Hygienists can use Lab sessions and perio charting.

This role is best for team members who need to document hygiene visits or periodontal findings but should not finalize billing.

Front office users can access scheduling, patient management, and recall-related tools.

This role is best for:

Front office users do not have clinical Lab access by default.

If the built-in roles do not fit your practice exactly, you can create a custom role.

Go to:

Settings → Roles

From there, you can clone an existing role and adjust the permissions.

Custom roles are helpful for positions such as:

Start with the closest built-in role, then turn specific permissions on or off.

To invite team members, go to:

Settings → Users → Invite by Email

Enter the team members’ email addresses, assign each person a role, and send the invitations.

Each user will receive an email invite with a secure sign-in link.

During their first login, they will be guided through a short personal setup process.

This may include:

If you want everyone ready before the first training session, send the invites the day before.

Multi-factor authentication, or MFA, adds an extra layer of security to user accounts.

For any practice handling patient information, MFA is strongly recommended.

To turn it on, go to:

Settings → Compliance → Security & SSO

Then enable:

Require Multi-Factor Authentication

Once enabled, users may be asked to verify their identity when signing in.

Inside the same Security & SSO panel, review the following settings.

A 30-minute session timeout is usually a good fit for chairside workstations.

This helps protect patient information if a user walks away from a shared device.

Use a strong password policy for all users.

A good standard is:

An IP allowlist is optional.

It can be helpful if your practice wants Denticode access limited to approved office locations or networks.

If your practice uses Google Workspace, Microsoft 365, Okta, or another identity provider, you may be able to enable single sign-on.

This lets your team sign in using their existing work account instead of managing a separate Denticode password.

This is the quick guide most clinical team members need after seeing Denticode Lab for the first time.

You can print this section and keep it near the chairside computer.

Type the first few letters of the patient’s name and choose the correct patient from the dropdown.

Choose the template that matches the visit type, such as Perio SRP, Limited Exam, Post-Op Check, Crown Prep, or another visit type.

English is the default. Change the language if the visit will be recorded in another supported language.

Speak normally. The transcript will appear during the visit, and each speaker will be labeled when possible.

Denticode may begin filling fields such as:

Tap to confirm anything that looks correct.

For periodontal charting, open the Perio tab and tap Record Voice.

Speak the measurements in a consistent order.

Example:

Tooth 14, facial three two four, lingual five three six, bleeding distal, mobility one.

Denticode will fill the chart as you speak.

Always stop the recording before moving to the next patient.

Review the note, suggested CDT codes, and attachment alerts.

If your PMS is connected, send the finalized Lab session to the PMS.

If the live transcript stops scrolling, the browser may have lost access to the microphone.

Try the following:

The audio that was already captured should remain available.

A strong first training session can be completed in about 30 minutes.

Record one sample Lab session while the team watches.

Use a realistic visit type instead of a fake example. The team will understand the value faster when they see Denticode handle the type of documentation they already do every day.

Have each team member open a test Lab session with a fake patient.

Each person should record 2 to 3 minutes of sample dictation.

They should practice:

This helps the team get comfortable before using Denticode with real patients.

Use the last part of the session for questions and workflow review.

Common questions usually include:

The provider can edit or confirm the field manually before finalizing the note.

The team can correct the transcript, update the field, or adjust the final note before it is completed.

Change the language setting before recording the visit.

English is the default, but other supported languages can be selected when needed.

The audio recording should still be captured. If live transcription stops, restart the session and reprocess the audio if needed.

Denticode can work alongside your current workflow during the first week.

Many practices start by comparing Denticode notes against their existing scribe or manual charting process. This helps the team see where Denticode saves time and where templates may need to be adjusted.

Denticode is designed for review before finalization.

The team can edit fields, correct text, adjust speaker labels, and confirm the final note before it is sent to the PMS or used for billing.

Denticode includes security and compliance tools such as MFA, audit logs, user permissions, and BAA support.

You can review your compliance settings by going to:

Settings → Compliance

Denticode does not remove manual control.

Providers can still type, edit, and adjust notes. The goal is to reduce repetitive documentation work, not take control away from the clinical team.

The best way to get your team comfortable with Denticode is to let them try it.

Invite the team, assign the correct roles, turn on MFA, and run a short hands-on training session. Once each person records and finalizes a practice Lab session, the workflow becomes much easier to understand.