For anyone running the business on spreadsheets, paper and WhatsApp

Leave the spreadsheet without losing what you built

Everything that runs the store today in separate files — customers, appointments, exams, orders and payments — moves into one place you can search, put permissions on, and see who changed what in.

The friction today

There are three versions of the same customer file, and nobody is sure which is current.
It all lives on one PC in the store, and if that goes, it goes with everything on it.
Anyone who opens the file sees the whole file, including what they should not be looking at.
There is no history: who changed it, what it said before, and when.
Finding a customer by phone number means Ctrl+F across three files and a WhatsApp group.
Training a new employee happens verbally, and slightly differently every time.
Month end is a manual summary everyone hopes came out right.

How the day runs

01Start with a map: what is managed today, in which file, and who touches it. Without that, any migration is guesswork.
02We go through the customer file together — fields, duplicates, phone numbers — and agree what can come across before anything is promised.
03The customer list comes in as a starting point, and new work begins from an agreed date.
04Permissions are set by role, so the counter, sales and management do not all see the same thing.
05From then on new activity goes into the system only — otherwise you are back to two parallel systems, which always ends the same way.
06The old files stay as an archive to look things up in, not as a place work continues.
07The monthly summary comes from reports over the same data, instead of from copy-paste.

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.

Questions this audience asks

Can you import my customer file?

Usually yes, and it is part of setup. What comes across depends on how the file is built: which fields exist, whether phone numbers are consistent, how many duplicates there are. That is why we review the file before promising anything — a blanket "we import everything" is exactly the promise that breaks after signing.

What happens to the history we have — exams, prescriptions, orders from past years?

History that lives in free-form files or handwriting does not become structured exam records at the press of a button, and we will not pretend otherwise. The practical approach: start structured records from an agreed date, bring across what genuinely can be, and keep the old material as an accessible archive. After one cycle of visits the new history stands on its own.

Does the data stay mine?

Business data belongs to the business. The rights, how data is exported and what happens if the service ends belong in the agreement, and we would rather you read it there than rely on a sentence on a marketing page. If this matters to you, raise it in the demo — it is the right question to ask.

My team is not technical. Won’t everyone just go back to paper?

That is the real risk in a migration, not the technology. Two decisions shrink it: work by role so each person mostly sees what concerns them, and close the old files to new entries from an agreed date. As long as there are two places to write things down, the team will use both — or neither.

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

Eye exams & prescriptions

The exam, the prescription and the history stay on the customer, the previous prescription is shown next to the new one, and the order continues from the same values — with no re-typing.

Documented eye exams, including contact-lens exams
Prescription history, with the previous prescription shown beside the current one
Continue from the prescription straight into an order, carrying the exam values
Files and images attached to the exam and kept with the customer
A printable exam or prescription document to hand to the customer

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

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

Automation & integrations

Tasks and reminders come out of the work itself, messages go out on the channels you have set up, and measurement data from supported devices arrives in the system instead of being typed in again.

Tasks and follow-ups created out of the daily work
Customer reminders and messages by SMS or WhatsApp, on the channel you configured
Online booking through the store’s public link
Measurement data imported from supported devices, objective refraction included
Connection to a point-of-sale system, subject to provider and a compatibility check

Subject to equipment, provider and a compatibility check

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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