GemcertX Demo

Getting started

How-to guides

Short guides for everyday tasks. Menu and button names match the app.

Receive a stone

Reception

  1. Click New Intake on the dashboard.
  2. Pick the customer, or switch to New customer and enter their name, phone and email.
  3. Choose Normal or Express. The Ready by date fills in; change it if needed.
  4. Add each stone: weight, colour, service and price, and a photo. Use Bulk import for many stones.
  5. Click Create receipt, then Print Receipt and Print Labels.
  6. When the parcel goes to the lab, click Send to Lab. The customer gets an SMS or WhatsApp message.

Find a stone with the scanner

All staff

  1. Click the Scan label box at the top of any page, or press F2.
  2. Scan the barcode on the stone packet.
  3. GemcertX opens the right page: the new-certificate form for a stone in the queue, the certificate for a finished stone, or the intake for a parcel label.

Create a certificate

Gemologist

  1. Open Lab Queue and click Create Certificate on the stone (or scan its label).
  2. Fill in the gem properties. Use Copy from previous for stones in the same parcel.
  3. Enter the Instrument readings. Click Suggest identification for an AI second opinion, then Use to accept it.
  4. Save, then use Print for the certificate, ID card or sticker.
  5. Sign the certificate and click Mark Ready for Collection. The customer is told automatically.

Hand over a stone

Reception

  1. Open Ready to collect (or the certificate) when the customer arrives.
  2. Click Collect & Generate Invoice, confirm the service, price, discount and amount paid.
  3. Print the invoice. Any balance can be paid later from the sale with Record payment.

Remind customers to collect

Reception

  1. Open Ready to collect. Customers are listed with how long their stones have waited.
  2. Click Send reminder for one customer, or tick several and send to all at once.

Verify a certificate

Buyers

  1. Scan the QR code on the certificate or ID card — the result opens straight away.
  2. No QR code? Go to the lab's Verify page and enter the Certificate number and the stone's Weight. Both must match.
  3. A green Genuine certificate panel shows the stone's details and photo. A red Withdrawn — not valid panel means the lab no longer stands behind it.

Transfer or withdraw a certificate

Lab managers

  1. Open the certificate.
  2. Transfer to another customer: choose the new owner and an optional reason. The ownership history keeps every change.
  3. Withdraw…: write the reason (staff only). The public page shows it as not valid until you click Reinstate.

Cancel a stone in the lab queue

Gemologist · Reception

  1. In Lab Queue, click Cancel on the stone and pick or type a reason.
  2. See all cancelled stones under the Returned filter, and click Put back in queue to restore one.

First-time setup

Lab owner

  1. Settings → Lab details: name, address, phone, timezone and turnaround days.
  2. Settings → Branding: upload your logo and stamp.
  3. Settings → Certificate numbers: choose your report number format.
  4. Settings → SMS gateway and/or WhatsApp: connect your provider and send a test.
  5. Staff accounts: add your lab manager, gemologists and reception.
  6. Settings → Backups: add an email for off-server copies and press Back up now.

Book a demo

Give every certificate the proof it deserves.

See GemcertX running with your own lab's name and logo. We set it up, bring your existing records across, and train your team.

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