Overview
Every order in Crownbeam has a status that shows where it currently stands — from Order received to Completed. The status is visible to you at the lab and to the practice in the customer portal at the same time.
Timeline in the order: At the top of an open order, you see the current stage as a progress bar.
Dashboard tiles are linked to status: e.g. New Orders only shows orders in the Ordered or CE Requested status; In lab shows accepted orders and ones currently in progress.
Status changes always come from the lab: You change the status either via the next possible action in the top right of the order, or manually via the pencil icon next to the status badge.
The practice sees the status: The status is passed on to the practice through the customer portal — no more follow-up calls asking whether a scan has arrived.
The status sequence in detail
The status sequence shows the typical progression an order goes through. Six of them are visible as stages in the progress bar at the top of the order. Beyond that, there are further statuses that can only be set via the status dropdown.
The visible timeline
Status | Meaning |
Order received | The order has come in but hasn't been accepted yet. In the status dropdown it's called Ordered. |
Accepted | You've reviewed and accepted the order. |
In-Progress | Active work on the order is underway. |
Preparing Shipment | The order is finished and is being prepared for shipping. |
Delivery | The order is on its way to the practice. In the status dropdown it's called In-Delivery. |
Completed | Final status. |
Further statuses in the dropdown
In the status dropdown, you'll also find the following statuses, which don't appear in the timeline:
Status | Meaning |
CE Requested | The practice has requested a cost estimate. |
CE Created | You've created a cost estimate and sent it to the practice. |
Rejected | You reviewed the order and didn't accept it. |
Canceled | The order was called off. |
On-Hold | You're waiting for information from the practice and want to make that transparent. This status is also passed on to the customer portal. |
Note: Status changes are always made by the lab — not by the practice.
How to change an order's status
You change the status either via the next possible action in the top right (linear workflow) or manually via the pencil icon in the bottom left (skip or reset the status).
How to change the status linearly
Open the order you want.
Click the displayed next action in the top right — e.g. Accept, Case sheet, or Delivery Note.
The status automatically jumps to the next step in the timeline.
Tip: Crownbeam recognizes what you're doing based on the action. As soon as you click, say, Case sheet, the software understands that you're working on the order — the status automatically jumps to In-Progress.
How to change the status manually
Open the order.
In the bottom left, under Order at Status, click the pencil icon.
Select the status you want from the menu.
Confirm the selection.
Note: Via the pencil icon you can also skip or reset a status — for example, if you accidentally moved an order to Preparing Shipment, you can move it back to In-Progress.
Tracing status changes in the event log
Every status change is automatically recorded in the event log — including the time and the user who triggered the change.
How to open the event log
Open the order.
In the chat in the top right, you'll find the event log. It's collapsed by default.
Click the log to expand it and see all entries.
In the log you'll see things like: "Order created by the practice at 2:04 PM", "Accepted by a team member at 2:09 PM" — and so on through every stage the order has gone through.
Tip: The event log is the fastest answer to "Who actually accepted this order?" or "When did that go out?"
FAQs
Does the practice see my order's status?
Yes. The status is passed on to the practice through the customer portal. As soon as you accept the order, the practice sees it — questions like "Did you see the scan?" become unnecessary.
Why don't all statuses appear in the timeline?
The timeline at the top of the order only shows the six typical stages of the regular workflow. Special statuses like CE Requested, On-Hold, Rejected, or Canceled are found in the status dropdown, when you click the pencil icon next to the status.
Can I skip a status?
Statuses can be skipped. Via the pencil icon in the bottom left, you can set a status directly, without going through the intermediate stages. The linear timeline is just the standard path, not a requirement.
What happens if I reset a status?
Via the pencil icon, you can move an order back to an earlier status — handy if you clicked the wrong thing. This reset is also recorded in the event log — nothing gets lost.
What does the "On-Hold" status mean?
On-Hold means: you're waiting for information from the practice and want to make that transparent. The practice sees in the customer portal that the order is on hold because of an open question — not because nothing is happening at the lab.
What's the difference between "Rejected" and "Canceled"?
You set Rejected when you review a newly received order and don't accept it. You set Canceled when an order that's already been accepted or is in progress gets called off afterward.
Where can I see who changed a status?
In the event log, in the chat in the top right of the order. It shows the user and the time for every status change — e.g. who accepted the order and when.
How do I delete an order entirely?
Deleting an order is a separate function, independent of status. Learn how and who needs permission for it in the article Delete an order.
Can I create my own statuses for billing?
No — order statuses in Crownbeam are fixed and can't be customized or extended. There's no status like "ready for billing". If you want to flag orders for billing, you can use the On-Hold status to temporarily mark an order, or filter and sort orders by status in the dashboard.
Who can use the QR code on the delivery note?
Both the lab and the practice can scan the QR code on the delivery note to open the order directly — provided both sides have Crownbeam access.