SmileWhite Customer Journey and System Dependencies
Overview
The SmileWhite system (referred to internally as Jarvis) manages the complete customer journey for orthodontic aligner sales and delivery. The system integrates with multiple external services: HubSpot (CRM), Calendly (booking), Shopify (orders), Dentally (dentist calendar), and aligner providers (EON, Kline, ALS).
Primary Flows
Customer Journey Flow
Purpose
The end-to-end customer lifecycle from first contact to aligner fitment. This is the master flow showing how a lead becomes a paying customer, covering lead capture, consultation booking, sales call, deal creation, dentist assignment, and treatment completion. Use this to understand the complete picture before diving into specific modules.
Dentist Referral Flow
Purpose
Documents the dentist’s perspective of the customer journey. Once a customer accepts terms, their deal becomes a “Referral Deal” visible in the dentist portal. This flow covers scan scheduling, dental fitness assessment, aligner case creation, and fitment completion.
Core Entities in Jarvis
Purpose
Defines the core data models that power Jarvis. Each module encapsulates a distinct business domain, sales pipeline, dental operations, financial transactions, and customer retention. Understanding these entities is essential for knowing where data lives and how it flows between systems.
Assignment Module (assignment/)
Dentist Module (dentist/)
Finance Module (finance/)
Cancellations Module (cancellations/)
Stage Pipeline
Purpose
Tracks where each customer is in the sales consultation process. From initial booking through to sale outcome. These stages sync bidirectionally with HubSpot’s
consultation_statusproperty and drive dashboard reporting, salesperson metrics, and follow-up automation.
Aligner Production Stages
Purpose
Monitors the manufacturing lifecycle of a customer’s aligner case after sale. These stages are polled from external providers (EON, Kline, ALS) and determine when appointments should be scheduled, when the dentist receives the product, and when payment is due.
External Integrations
Purpose
Maps all third-party services that Jarvis connects to. This is the reference for understanding data ownership boundaries. What Jarvis owns vs. what it syncs from/to external systems. Critical for debugging integration issues and planning new features.
Key Webhook Entry Points
Purpose
Documents the inbound triggers that cause Jarvis to act. Most business-critical data enters Jarvis via webhooks (not polling), so understanding these endpoints is essential for troubleshooting missing data, duplicate records, or timing issues.
Appointment Flow After Sale
Purpose
Details the post-sale operational sequence dentist assignment, scan booking, case review, aligner manufacturing, and fitment. This is the most complex part of the system involving multiple external services (Dentally, aligner providers) and conditional branching based on dental fitness.