User Manual

LabSuite is multi-tenant: every organization gets its own private address, like yourlab.thelabsuite.com, and its own isolated database - nothing is ever shared between labs. You always sign in at your organization's own address, not at the main thelabsuite.com site.

When you sign up, you choose a subdomain and become that organization's first Super Admin. From there, the Super Admin (or an Admin) creates staff accounts under Staff/Users and assigns each one a role, which controls exactly what they can see and do.

If you forget which address your lab uses, or a new organization hasn't become reachable yet (new subdomains can take up to 24 hours to propagate), contact hello@thelabsuite.com.

Every staff account has a role built on one of five standard levels - each level comes with a sensible default set of permissions:

• Super Admin - full access to everything, including the activity log.
• Admin - full day-to-day access; only the activity log is Super-Admin-only.
• Lab Technician - entering and editing test results, plus the clinical modules (results, QC log, maintenance log, appointments).
• Accountant - payments, invoices, and voiding invoices.
• Front Desk - registering patients, booking appointments, and managing the referrer directory.

Under Roles, Pro and Enterprise plans can create custom roles: pick a base level, then check extra permissions on top of it. A custom role can only ever addcapabilities beyond its base level, never take them away - so the answer to "why can this role do X?" is always either "it's a level default" or "someone explicitly granted it." Free and Starter plans use the fixed standard role set.

The landing page after login. Shows patient, staff, and completed-test counts with month-over-month trend arrows, a revenue-vs-tests chart, pending actions (tests awaiting payment or awaiting a result), and a feed of recent activity. Chart history depth depends on your plan (1 month on Free, up to 12 months on Enterprise).

Patients is the registry at the center of the app. Registering a patient captures their demographics (name, DOB, gender, contact info) and, optionally, a referring doctor/clinic and - on Enterprise - a branch.

Open a patient's record to see their full profile, test history, and a Documents panel where you can attach scanned consent forms, referral letters, or other files (images or PDF, up to 10MB, 10 documents per patient). Click a document to open it, or remove it with the trash icon.

Free plans are capped at 5 patient records; Starter at 50; Pro and Enterprise are unlimited.

Order Teststarts a new test for an existing patient: pick the patient, choose one or more tests from your lab's catalog, and the system computes the cost from the catalog price (never a client-editable amount) and automatically generates an invoice.

Test Catalog is where that pricing lives - categories, test types, and parameters (units, reference ranges) unique to your lab. Every new organization starts with a default catalog it can then customize; full catalog customization is a Pro/Enterprise feature.

Every test moves through a simple pipeline: Awaiting Payment → Awaiting Result → Test Completed (or Cancelled). Results lists tests by status so a lab technician can see at a glance what still needs entering. Entering a result records each parameter's value against its reference range and an optional clinical remark - on Pro, a lab scientist can request an AI-drafted remark suggestion first, but it's always shown as a draft that a human must review and explicitly approve before it's saved.

A completed test can be printed as a branded report (your lab's logo, tagline, and contact details) from its detail view.

Book sample-collection or consultation slots for a specific date and time. An appointment can link to an existing patient (auto-fills their name and phone) or be booked for a walk-in who isn't registered yet.

The list shows one day at a time - step through days with the arrows or jump to any date - filterable by status (Scheduled, Completed, Cancelled, No-show). Use the row actions menu to update status or delete a booking.

A directory of the physicians and partner clinics who refer patients to your lab. Add a referrer's name, type (Doctor or Clinic), and contact details, then select them when registering a patient. The directory shows a live count of patients referred by each entry, so you can see referral volume by source for relationship management and billing reconciliation with partners.

Daily quality-control entries per analyzer: which instrument, which test/parameter, control level, expected range, observed value, and a Pass/Fail result. A Fail entry has a corrective-action field to record what was done in response. Filter by analyzer or status to review history - this is the compliance record most labs are required to keep on file, now digital instead of paper.

A calibration/maintenance/repair history per analyzer - what type of work was done, a description, and an optional next-due date so upcoming calibrations don't get missed. Filter by analyzer or entry type to review an instrument's full service history.

Record a payment against a test's invoice (cash or card), which moves that test from Awaiting Payment to Awaiting Result. Every payment is tied to the staff member who recorded it and to the invoice it settles, so the money trail is always traceable back to a specific test and patient.

One invoice is generated automatically per test the moment it's ordered - staff never create invoices by hand. Filter by status (Unpaid, Paid, Void), search by invoice number, patient, or test, and print any invoice for a patient. A mistaken invoice can be voided (with a reason) rather than deleted, keeping the billing history intact.

A monthly summary of revenue and completed test volume, broken down by test type. Pick a month, review the totals and the breakdown table, then Download CSV for a spreadsheet or Print / Save PDF for a branded printable copy - useful for accounting or regulatory submissions.

How far back you can go depends on your plan: current month on Free, 3 months on Starter, 6 on Pro, 12 on Enterprise.

Add staff accounts, assign a role, and manage them from the row actions menu: reset password, suspend (blocks sign-in without deleting the account), or remove entirely. You can only assign a role at or below your own level - a staff member can never create an account with more authority than their own.

Staff-account limits by plan: 1 on Free, 3 on Starter, unlimited on Pro/Enterprise.

For a lab network with more than one physical location sharing a single patient registry. Add each location as a branch (name, address, phone), then assign a branch to a patient at registration so you can see which location a patient belongs to. This is an Enterprise-only feature - other plans see the same page with an upgrade notice instead of the "Add Branch" button.

Organization-wide configuration: your lab's name, logo, tagline, address, and contact details, which appear on every printed report and invoice. Custom letterhead branding requires Starter or higher.

An append-only audit trail of significant actions across the organization - patient registrations, document uploads, staff changes, QC/maintenance entries, appointment bookings, and more - each stamped with who did it and when, even if that staff account is later removed.

Every staff member can update their own contact details, upload an avatar, and change their password from My Profile - available to every role, regardless of level.

Shows your current plan, renewal date, and payment history, and is where you upgrade, downgrade, or renew - handled through Paystack. The Free plan runs for 30 days; after that (or if a paid plan lapses without renewal), the portal locks to just this page until you upgrade or renew, so your data is paused, never deleted.

A few modules are flagged in the sidebar with a "Soon" badge - visible so you know what's on the roadmap, but not yet built: Inventory management (reagent/consumable stock tracking) and SMS/WhatsApp alerts (result-ready and payment-reminder notifications to patients).

For anything this manual doesn't cover, plan changes outside self-serve options, or account issues, email hello@thelabsuite.com - a real person will help directly.