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User manual

Optical Shops

An eye prescription is recorded once and from it the frame and lens are chosen and the order goes to the lab, and the customer gets a "your glasses are ready" message instead of calling three times to ask.

Every prescription saved, every pair of glasses with its status, every customer told "your glasses are ready" on WhatsApp, plus frame stock and the margin on each piece. Try it free on your own data.

21 tasks

What the system does

  • Customers and prescriptions
  • Frames
  • Lenses and coatings
  • Work order
  • Deposit and balance through the till
  • Glasses ready
  • Reminders and repeat business
  • Reports

Works with

This system needs the following and switches them on with it:

Tasks

How do I record a new eye examination for a customer?

  1. Navigate to the Eye Examinations and Tests list.
  2. Click the Add New Eye Exam button to open the exam entry modal.
  3. Select the customer, optometrist/optician, and exam date.
  4. Enter right and left eye measurements: Sphere (SPH), Cylinder (CYL), Axis (AXIS), Reading Addition (ADD), and Pupillary Distance (PD).
  5. Click Save.
Screen
Optical shops › Prescriptions
Permission needed
Optical — prescriptions / Add

How do I print an optical prescription card to give to the customer?

  1. In the Eye Examinations and Tests table, search for the customer's exam record.
  2. Click the actions button next to the record and choose Print prescription.
  3. A preview window opens to print the accredited optical prescription card for the customer or lab.
Screen
Optical shops › Prescriptions
Permission needed
Optical — prescriptions / Print

How do I add a new eyeglass frame to inventory?

  1. Enter the Eyeglass Frames list.
  2. Click the Add New Frame button to open the registration modal.
  3. Enter brand, model, color, sizing (lens width, bridge, temple length), barcode, and retail price.
  4. Click Save.
Screen
Optical shops › Frames
Permission needed
Optical — frames, lenses and coatings / Add

How do I control hiding or showing cost prices for frames and lenses?

  • Viewing cost prices and profit margins requires catalog cost viewing permission; otherwise, system screens show retail public prices only to keep wholesale costs confidential.
Screen
Optical shops › Frames
Permission needed
Optical — frames, lenses and coatings / View cost

How do I add a medical lens type to the catalog?

  1. Navigate to the Medical Lenses list.
  2. Click the Add Lens Type button to open the details modal.
  3. Specify manufacturer, material (CR-39 plastic, glass, polycarbonate), refractive index (1.56, 1.61, 1.67, 1.74), and lens type (Single Vision, Progressive, Bifocal).
  4. Click Save.
Screen
Optical shops › Lenses
Permission needed
Optical — frames, lenses and coatings / Add

How do I add lens coating and treatment options?

  1. Go to the Lens Coatings and Treatments list.
  2. Click the Add Coating button to open the addition modal.
  3. Enter coating name (e.g., Anti-Reflective AR, Blue Cut, Scratch-Resistant, UV400 Protection), and add-on price.
  4. Click Save.
Screen
Optical shops › Lens Coatings
Permission needed
Optical — frames, lenses and coatings / Add

How do I register contact lens products and solutions?

  1. Enter the Contact lenses list.
  2. Click the Add Contact Lens button to open the registration modal.
  3. Select brand, wear frequency (daily, monthly, yearly, cosmetic colored, or toric/corrective), base curve, diameter, and available power range.
  4. Click Save.
Screen
Optical shops › Contact Lenses
Permission needed
Optical — contact lenses / Add

How do I create a new optical or sunglasses order for a customer?

  1. Navigate to the Eyewear Orders list.
  2. Click the Create Eyewear Order button to open the order builder modal.
  3. Select the customer, then select their saved prescription or enter manual refractive parameters.
  4. Choose the frame, lenses, and required coatings; the system calculates the subtotal and promised ready date.
  5. Click Save Order.
Screen
Optical shops › Job Orders
Permission needed
Optical — job orders / Add

How do I record receiving a deposit when placing an eyeglass order?

  1. In the Eyewear Orders list, select the new order.
  2. Click the actions button and choose Take deposit.
  3. Enter the paid amount and payment method (cash, card); the down payment is recorded immediately, generating a receipt voucher.
Screen
Optical shops › Job Orders
Permission needed
Optical — job orders / Deposit

How do I give a customer a discount on their total eyeglass order?

  1. In the order creation or editing window under Eyewear Orders.
  2. Enter the discount amount or percentage in the authorized discount field.
  3. The system recalculates the net balance while verifying that the discount does not exceed the sales agent's maximum discount threshold.
Screen
Optical shops › Job Orders
Permission needed
Optical — job orders / Apply a percentage discount to the order

How do I send a lens glazing order to the optical lab?

  1. In the Eyewear Orders table, select the target order.
  2. Click the Send to Lab action.
  3. Choose the cutting and glazing lab (internal lab or approved third-party laboratory) and record technical instructions regarding beveling and frame type.
  4. Click Confirm Send.
Screen
Optical shops › Job Orders
Permission needed
Optical — job orders / Edit

How do I add a new optical lab and record contract details with them?

  1. Enter the Optical Laboratories list.
  2. Click the Add New Lab button to open the setup modal.
  3. Enter laboratory name, contact details, average turnaround time in days, and contracted edging and glazing fees.
  4. Click Save.
Screen
Optical shops › Labs
Permission needed
Optical — labs / Add

How do I update order status at the lab (cutting, mounted, ready)?

  1. In the Eyewear Orders list or lab log.
  2. Click the actions button and choose Update Lab Status.
  3. Specify the new stage (Received at lab, Lens edging in progress, Glazing and inspection completed).
Screen
Optical shops › Job Orders
Permission needed
Optical — lab manager / Edit

How do I record receiving finished eyeglasses from the lab and notify the customer?

  1. In the Eyewear Orders list, select the finished order.
  2. Select Receive from Lab.
  3. Order status updates automatically to "Ready for Pickup", and the system sends an SMS text message to the customer to collect their glasses.
Screen
Optical shops › Job Orders
Permission needed
Optical — job orders / Edit

How do I record delivering eyeglasses to the customer and collecting the remaining balance?

  1. In the Eyewear Orders list, find the order with status "Ready for Pickup".
  2. Click the Deliver to Customer action.
  3. The settlement modal opens to collect the remaining balance, print the final tax invoice, and activate warranty coverage.
Screen
Optical shops › Job Orders
Permission needed
Optical — job orders / Deliver and invoice

How do I waive the remaining balance for a customer in special circumstances?

  1. In the Eyewear Orders list, open the relevant order.
  2. Click the Waive Balance option.
  3. Enter the waiver reason and confirm to close the balance and release the glasses.
Screen
Optical shops › Job Orders
Permission needed
Optical — job orders / Confirm below the minimum deposit

How do I cancel an eyeglass order and return the frame to inventory?

  1. In the Eyewear Orders table, click the actions button next to the order to be cancelled.
  2. Choose Cancel request.
  3. Record the cancellation reason; the system automatically restocks the unused frame into inventory and processes the deposit refund.
Screen
Optical shops › Job Orders
Permission needed
Optical — job orders / Cancel

How do I search for a customer's optical history and previous examinations?

  1. Navigate to the Optical Customers list.
  2. Search by customer name or mobile number, and open their profile to view past prescriptions, vision changes over time, and frame and lens preferences.
Screen
Optical shops › Customers
Permission needed
Optical — customers / View

How do I view optical sales and movement reports?

  1. Go to the Optical reports page.
  2. Specify the date range and desired report type (Top selling items report, Eye exams report, Lab turnaround report).
  3. Click the View Report button or Export to Excel.
Screen
Optical shops › Optical reports
Permission needed
Optical — reports / View

How do I view profit margin reports for frames and lenses?

  • Viewing detailed margin analytics to review net profitability per frame brand and lens category requires dedicated report margin viewing permissions.
Screen
Optical shops › Optical reports
Permission needed
Optical — reports / View profit margin

How do I configure optical system settings and eye exam validity periods?

  1. Enter the Optical settings page.
  2. Configure prescription validity duration (e.g., valid for 1 or 2 years) and annual eye test reminder intervals.
  3. Click Save Settings.
Screen
Optical shops › Optical settings
Permission needed
Optical — settings / Edit

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