Frequently asked questions

A single store gets exactly the same system: customer records, appointment calendar, eye exams and prescriptions, orders, payments and financial documents. You do not have to switch everything on in week one — you can start with the calendar and customer records and add stock management, a loyalty club or external connections when they earn their place. Size changes the setup and the quote, not the capabilities underneath.

Running several branches was part of the design, not bolted on later: one customer base across the chain, a calendar and a team per branch, orders and documents recorded against the branch that handled them, and access by role. An owner or area manager sees across branches; each branch keeps a view of its own work. The number of branches and users is set in your plan and quote.

An exam is recorded on the customer’s record, so their previous prescriptions are in front of the optometrist during the exam instead of in a paper file. From the exam you can go straight into an order — the values carry over as they are, with no retyping and no transcription slips — and you can attach files and documents to the exam. Prescriptions print in Hebrew and can be sent to the customer through the channels the business has set up. OptiFlow supports documenting and managing exam and prescription workflows. Professional and clinical judgement remains the optometrist’s responsibility.

Yes, and as its own kind of exam rather than a spectacle exam with extra fields: contact-lens exams, conversion between spectacle and contact-lens values, the customer’s earlier fittings kept on record, and follow-up and renewal tracking. You can also open a contact-lens exam from an existing spectacle exam for the same customer instead of re-entering the data, then carry it into an order. OptiFlow supports documenting and managing exam and prescription workflows. Professional and clinical judgement remains the optometrist’s responsibility.

No. Stock management is switched on to match how you work; it is not a precondition for getting started. A store that does not track stock still works from a product catalog for orders, payments and financial documents — no balances, no counts, and no screen permanently complaining that the numbers do not add up. If you later decide you do want it, you enable it and carry on from where you are: customers, exams and order history stay exactly as they were.

With stock management on, the system tracks balances per branch and stock movements, and moving items between branches goes through a proper transfer document — so it is clear who sent, who received and what is still in transit, instead of a phone call and a sticky note. You can see what each branch holds, what has gone out against an order and what has sold, and line that up with orders and reports.

Customers belong to the business, not to a branch: someone examined in one branch who collects in another is recognised with their full history. At the same time each branch works its own calendar with its own team, every order and document is recorded against the branch that handled it, and reports can be read per branch or across the whole chain. Access by role decides what each person sees and does, so nobody needs the keys to everything.

OptiFlow is cloud-based and runs in the browser: no server to install and maintain in the store, and nothing to install per workstation. Version updates arrive centrally. What the store needs is a stable internet connection and an up-to-date browser. Details of storage, backups and availability are set out in writing as part of the agreement rather than asserted in marketing copy — so what is promised is what is signed.

Bringing existing data across — customers, prescription history, products — is assessed against the files you actually have and the system they come out of; it is not promised sight-unseen. The approach that works: export a sample, load it, review it together with you, and only once the sample is right move the rest. Worth knowing up front that not everything transfers automatically — scanned forms and free-text fields are usually manual — so scope and effort are agreed after we look at the files, not before.

In stages, built around what the team does every day. First the business, branches, roles and permissions and catalog are set up; then the team is trained on the full path — taking in a customer, booking, exam, prescription, order, payment; and only once that core is running do you add pieces like stock management, the loyalty club or external connections. Timelines and the amount of training are agreed with the business, based on its size and the state of the existing data.

Hands-on help through onboarding and ongoing support for your team through the channels named in the agreement. Response hours, contact channels and how issues are handled are set out in writing in your proposal — we do not publish response times here, because a number on a marketing page that operations cannot honour is a promise that breaks the first time it matters.

OptiFlow is built to work alongside what is already in the store: examination equipment, a point-of-sale and invoicing system, and customer messaging. Every connection is assessed on its own terms — the model or provider, the version, and what the other side actually allows. We do not confirm a connection before checking it against your specific equipment or provider, and it is the first thing worth testing in a demo. OptiFlow can connect to supported devices and services depending on the model, the provider and your configuration. Some connections depend on your plan, your equipment and a compatibility check.

Connecting to a cash register and to document issuing is possible depending on the provider and your configuration. Working that way, the sale is recorded in OptiFlow together with the customer, the order and the payment, and the financial document is issued according to your settings and the active connection — so the same transaction is not keyed twice. Which document is issued, how it is numbered and how it is booked is decided with your accountant and your point-of-sale provider. OptiFlow can connect to supported devices and services depending on the model, the provider and your configuration. Some connections depend on your plan, your equipment and a compatibility check. Actual accounting and regulatory fit depends on your configuration, the providers you connect, and sign-off by your own professional advisers

Depending on the equipment, yes: measurements can be imported from supported devices — objective refraction from NIDEK units, for example — so the values land in the exam instead of being copied off the device screen by hand. The optometrist reviews them, confirms or corrects, and only what is confirmed carries into a prescription. Support for a specific model is verified against the actual device before it is promised. OptiFlow can connect to supported devices and services depending on the model, the provider and your configuration. Some connections depend on your plan, your equipment and a compatibility check. OptiFlow supports documenting and managing exam and prescription workflows. Professional and clinical judgement remains the optometrist’s responsibility.

A customer record pulls together everything that has happened with them: appointments, exams and prescriptions, orders, payments and documents, attachments and follow-up tasks. From there you can build customer groups, schedule renewal and recall outreach, and see what has been sent and what is still open — so nobody falls through the gap between an exam and an order. Sending the messages themselves depends on the channels the business has configured.

Coupons and discounts, plus a loyalty club with customer groups and eligibility rules. You can set up a promotion, limit it by period or product type, and see where it was actually used. Usage is recorded on the order and on the customer record, so a discount given at one counter does not disappear from the month-end picture.

Yes — a gift card or voucher can be sold and later redeemed as a means of payment, with the redemption recorded against the transaction so you can see what was sold, what was redeemed and what is still outstanding. How vouchers are treated in the books — when a sale is recognised as revenue, how VAT is reported, and how long a voucher is valid under law — is settled with your accountant and lawyer, based on the settings you choose.

Each employee has a role, and the role decides which screens they reach and which actions they may take. A receptionist, an optometrist and a manager do not see or do the same things, and clinical information is shown to people whose role warrants it. Role changes, moves between branches and leavers are handled inside the system — no shared “front desk” login, and no password passed between people.

Because what one store needs and what a chain needs are not the same thing, and a published number that does not match the eventual proposal only wastes everyone’s time. After a short conversation about branches and users, how you work with stock and which connections you need, you get a tailored written quote. Pricing depends on the number of branches and users, the modules you use and the integrations you enable.

A demo runs through a real process from your store — a customer walking in, booking, exam, prescription, order, payment — not a marketing screen. If there is a case that always falls between the cracks for you, bring it; that is the most useful thing to test. You leave with a summary of what fits, what needs a compatibility check, and what the system does not do — that last part included, so you do not discover it after signing.

We describe security by what is actually practised, not by badges: access by role and permission, one business’s data kept separate from another’s, encrypted traffic between the browser and the system, and regular backups. We do not claim conformity with any standard, certification or regulatory approval. If your business has specific security or privacy requirements, we will work through them in writing with your own professional advisers.

Stated precisely: OptiFlow is built for the way businesses in Israel work, and even so we do not present any Tax Authority approval and do not claim compliance with every legal requirement. Supports tax, VAT and document settings according to your configuration and the integrations you enable Actual accounting and regulatory fit depends on your configuration, the providers you connect, and sign-off by your own professional advisers The right way to check the fit is to put your settings and sample documents in front of your own accountant before you go live — and we are glad to join that conversation.