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OptiFlow

For optical chains with several branches

Several branches, one picture

Every branch works in the chain’s one calendar and one customer base, every action records the branch it happened in, and management filters and reports by branch and period — without collecting a file from each manager at month end.

The friction today

  • A customer is examined at one branch and collects at another, and the information simply is not there.
  • Each branch keeps its own diary its own way, and nothing is comparable.
  • Month end means gathering a file from every branch and pasting them into one sheet by hand.
  • An employee moves between branches, and their permissions get decided over again each time.
  • A simple question from management takes two days to answer, and each branch calculates it differently.
  • There is no quick way to know whether an item you have run out of is sitting at another branch.

How the day runs

  1. 01Every branch works on the same customer base: a customer opened at one branch is found at another.
  2. 02Appointments live in one calendar with an explicit choice between "mine" and "everything" — so nobody relies on a default they did not pick.
  3. 03Every action records the branch it happened in, and that is what makes branch filtering and reporting possible afterwards.
  4. 04Permissions are defined by role: an employee has one account, even when they work across several branches.
  5. 05Management works off the same data — filter by branch and period, with no parallel versions of the same report.
  6. 06When stock tracking is on, each branch has its own balances, and moving stock between branches is a formal transfer document with a sending and a receiving side.

A branch is recorded on activity and used for defaults, filtering and reporting. It is not an automatic separation between branches — what each person sees is determined by their role permissions.

OptiFlow supports documenting and managing exam and prescription workflows. Professional and clinical judgement remains the optometrist’s responsibility.

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.

Capabilities

Everything the business needs, connected

Customers & CRM

Everything about a customer sits on one card — details, exams and prescriptions, orders, payments and follow-ups — so anyone on the team answers from the same picture, even if they never served that customer before.

  • One customer card holding details, exams, prescriptions, orders and payments
  • Fast lookup by name, phone or ID, so the same customer is not opened twice
  • Customer groups and a loyalty club for benefits and repeat-customer follow-up
  • Calls, notes and follow-up tasks recorded on the customer, not on a sticky note
  • History that survives even after years or a visit to a different branch

Available on every plan

Appointments & calendar

One calendar for the whole team, with availability that follows real working hours, plus a link customers can book from on their phone — so the diary keeps filling while the store is busy.

  • A shared team calendar, by day and by staff member
  • Online booking on your own store link, usable from a customer’s phone
  • Availability driven by staff working hours and the live calendar
  • Customer reminders on the channels the business has set up
  • The appointment stays linked to the customer and to the exam that followed it

Available on every plan

Orders & sales

Every order is tracked from the moment it opens until it is handed over, carrying the prescription values, and the state of open orders is visible to anyone permitted to see it — no hunting for the one person who remembers.

  • Open an order from the prescription instead of re-entering the values
  • Track open orders by stage, through to hand-over
  • Spectacle and contact-lens orders drawn from your product catalogue and pricing
  • The customer’s order history available on their own card
  • A lens-thickness estimate to show the customer while they choose

Available on every plan

Payments & documents

The payment is recorded on the order itself — split across methods or spread over several instalments — and the financial documents are issued from the same place, according to your settings.

  • Payments recorded on the order, including partial payments and split methods
  • Open balances tracked per customer and per order
  • Financial documents issued by document type and your business settings
  • Gift cards and coupons accepted as payment or as a discount
  • Optional connection to a point-of-sale system, depending on provider and setup

Available on every plan

Products & inventory

The catalogue, pricing, orders and payments all work without stock tracking. When a business does manage stock, per-branch balances, movements and branch-to-branch transfer documents come with it.

  • A product catalogue and pricing that work with or without stock tracking
  • Per-branch stock balances once inventory is switched on
  • Stock movements by product and by branch
  • Branch-to-branch transfer documents, recording what moved and where
  • A cross-branch stock picture for management

Enabled to match how the business works

Working across branches

Every branch works in the same system on the same customers, each activity is attributed to the branch where it happened, and management gets one cross-branch picture.

  • One customer across all branches — the history follows them to any location
  • Appointments, exams, orders and payments attributed to the branch that handled them
  • Role-based permissions, so each person works inside what their job needs
  • Branch-to-branch comparison in management reports
  • Per-branch stock balances when inventory is switched on

Available on every plan

Reports & the management view

The data recorded during the working day becomes reports and a status view — no manual collection, no extra spreadsheet on the side.

  • A daily status view: appointments, orders and branch activity
  • Sales, order and payment reports by period
  • Breakdowns by branch, by staff member and by activity type
  • Open orders and unfinished follow-ups tracked in one place
  • Data exposed according to the viewer’s permissions

Available on every plan

Employees & permissions

Each person gets access to what their role actually needs — clinical information included — and when they leave, the record of their work stays with the business.

  • Role-based permissions for front desk, sales, optometry and management
  • Clinical information shown only to the roles whose work requires it
  • Add a new employee and get them working without sharing passwords
  • Off-board someone without losing the history they created
  • A record of who did what, for internal control

Available on every plan

See all capabilities

Want to see how OptiFlow could fit your business?

We’ll set up a personal demo, learn how you work today, and show the capabilities that matter for your store or clinic.

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