How to use the portal

First time: activate from your email

When we create your account, we email you an activation link. Open that email, click the link, and choose a password. The link is single-use and expires — if it has expired, contact your administrator for a new one. There is no self-service sign-up.

Password rules

• ✓8 to 128 characters
• ✓At least one letter (a–z or A–Z)
• ✓At least one number (0–9)
• ✓Both password fields must match

Signing in

Go to the login page and enter your username and password. After 5 wrong attempts the account locks for a short while — wait and try again, don't keep guessing.

The dashboard is your home screen. Orders move left to right through four columns as you work them:

1. New Orders — waiting for you to confirm quantities.
2. Confirmed — confirmed, ready to start entering serials.
3. In Progress — you've started entering serial numbers.
4. Ready to Ship — everything locked, ready to send.

Urgency chips

Every order card shows a coloured chip telling you how it's tracking against its deadline. From best to worst:

• On track Plenty of time left.
• Due soon Deadline is within 3 days — act soon.
• Late Past the deadline.
• Overdue 3+ days past due — you'll get chased.
• Action required 7+ days past due — needs action now; a red banner appears.

Deadlines

Before you confirm, the deadline is a confirm-by date. After you confirm, it becomes a ship-by date. Both show on the card and in the order header.

Open a New order and go to the Confirmation tab. Check the requested quantity for each line. If you can supply the full amount, leave it; if you can only supply part, type the lower number you can actually ship.

Partial confirmation

Enter fewer than requested and only that many units are expected from you. Enter 0 (or leave blank) for a line you can't supply at all.

After you confirm

Press Confirm Order. We build a packing list from your confirmed quantities (one package per machine), set a ship-by date, and the order moves to the Confirmed column. You can now enter serial numbers.

This is the core of your job: record the serial number of every unit you build. Work is split across tabs — Machines, Handles, and Parts — depending on what the order contains.

Machines tab

Each machine you confirmed gets its own package (row). For each package, enter the machine's serial number, a serial for every handle in that package, and tick the small-parts checklist to confirm the small parts are included.

Handles & Parts tabs

Standalone handles and serialised parts (not attached to a machine) get their own tabs. Enter one serial per unit.

Your typing saves automatically

You don't need to press a save button. When you finish typing in a field it saves on its own — watch for the indicator next to the field: it shows Saving… then Saved ✓. If it shows an error, fix the value shown in the message. (A Save all button is still there as a backup.)

Serial number rules

Serials may contain letters, numbers, hyphens (-), underscores (_) and spaces. No other symbols. Maximum 50 characters. Each serial must be unique within the order — you can't reuse the same one twice.

X200-0001_A · HND 4471 · PART-2026-01

When a machine type, handle line or part line is fully entered, press its Lock button. Locking marks that group as finished and freezes the fields so they can't be changed by accident.

You can only lock when complete

A group won't lock until every required serial is filled in (and small-parts boxes ticked). If Lock is refused, look for the empty or pending fields and finish them first.

Changed your mind?

As long as the order hasn't been shipped, press Unlock to edit again, fix the values, and re-lock.

Go to the Shipping tab. The ship form only unlocks once every group in the order is complete and locked. Until then you'll see a "Cannot ship yet" notice — go back and finish/lock the remaining tabs.

The shipping gate

Everything must be locked and complete before you can ship. This is deliberate — it stops half-finished orders going out.

What you enter

A tracking number and a carrier are required. Expected delivery date and shipping notes are optional. Press Mark as Shipped — the order moves to your History and our team is notified.

If we find a quality problem, it appears under Issues. Open an issue to see the details and evidence, then reply in the chat at the bottom — it works like a messaging app: type your reply, attach photos with the paperclip, and press the send button (or Enter on a computer).

Attachments

Use the attach-files button to add photos or documents to your reply — helpful for showing a fix or a replacement part. You can also raise your own question with New Inquiry.

The bell icon shows unread notifications. When an order slips badly past its deadline we escalate — you'll get emails and, for serious cases, an in-app alert.

The red banner

A pulsing red banner across the top means a critical escalation needs your attention. Click it to open Notifications.

Acknowledging

Critical escalations must be acknowledged. Press Acknowledge, optionally add a note about what's happening, and confirm. This tells us you've seen it and are on it.

Stuck? Contact your administrator at All White Laser, or raise a New Inquiry under Issues.