FIG. 08 — HELP

Answers for the counter, not a support queue.

Short answers to the questions we hear most from opticians setting up and running OPTSPX day to day.

Getting started

Can I bring in my existing catalogue and clients?: Yes. We import your product catalogue and client list as part of setup, so you are not starting from an empty screen.
How do I add my stores?: Each branch is added as its own store with its own stock and its own numbers, all visible from one account.
How do I invite staff?: Invite staff by phone number or email and assign them a role; they get access only to what that role and their branch allow.

How do I add a prescription?: Open the client’s record and add an Rx with sphere, cylinder, axis and add for each eye — it’s saved to their history immediately.
Can I see a client’s old prescriptions?: Yes. Every Rx a client has ever had stays on their record, oldest to newest, so a repeat pair takes seconds to match.
How do recalls work?: OPTSPX flags a client for a recall once their last eye test passes your shop’s review window, so nobody has to remember by hand.

How do I search by prescription?: Set sphere, cylinder and index — for both eyes at once — and OPTSPX filters the whole catalogue to match.
Does it search both eyes together?: Yes. Left and right are configured side by side and searched as one request, so you are never matching each eye separately.
What does “available” actually mean?: A lens marked available is in stock at one of your branches or ready from a connected vendor — not just listed in a catalogue that might be out of stock.

How do I create an order?: Build it from a client’s record or straight from a lens search result — either path lands in the same order screen.
How do deposits and payment status work?: Record a deposit at the time of order; OPTSPX tracks what’s paid, what’s outstanding and when it’s due.
How do I see stock across branches?: Inventory is visible per branch and combined, so you can see what a sister branch is holding before sourcing from a vendor.

How many branches can I add?: As many as your shop runs — from one location to a small chain, all under the same account.
What do roles control?: A role controls what a staff member can see and do — from Rx entry to reporting to admin settings.
Can staff see every branch?: Only if their role allows it. Otherwise access is scoped to the branch they’re assigned to.

What does the reporting cover?: Revenue, net profit, gross margin and outstanding balances, broken down per branch and for the shop as a whole.
Can I export the numbers?: Yes, at any time — reports export in a format you can hand to a bookkeeper or accountant directly.
How current are the numbers?: They update as orders are placed and collected, so closing the month is a review, not a rebuild.

How does the subscription work?: OPTSPX runs on a recurring subscription period covering every branch on your account.
What happens at renewal?: Your subscription renews automatically at the end of each period; we notify you before it does.
Can I export my data?: Yes, at any time — your catalogue, client records and history are yours and export on request.

Book a short call and we’ll walk you through it on your own catalogue.