Settings and Features in Otto Flow
Your Settings in Otto Flow
Otto Flow Settings Overview
Overview of Otto Flow's Settings page: My Settings, Clinic Settings, and Flow Settings, and what each one controls.
My Settings
How any Flow user can update their profile, notification, and personal preference settings.
Clinic Settings
Overview of Clinic Settings: general info, clinic hours, out-of-office messaging, and adding team members.
Flow Settings
Overview of Flow Settings: conversation statuses, text messaging, appointments, automations, and sync status.
Creating Appointments in Otto
How to manually create a client's appointment directly in Otto's Appointments page.
Holiday (Alternate) Hours 🎄
How to set Holiday (Alternate) Hours in Flow so clients see accurate closures without changing your regular clinic hours.
Display Alternate Appointment Times in the Pet Portal⌚️
How to set an alternate drop-off time for an appointment type so it displays correctly to clients in the Pet Portal.
Efficient Communication: Block Unwanted Texts in Flow
How admin users block spammy or unwanted phone numbers from texting the clinic in Flow.
Using Client Alerts in Otto
How to create Client Alerts to flag important client notes and optionally restrict features like Direct Booking.
Enabling Browser Notifications by Browser type for Clinics
How to turn on browser notifications for Otto in Chrome, Safari, and Firefox.
The Otto Resource Center
Overview of the in-app Resource Center: announcements, quick help links, AI Scribe info, and Otto University training modules.
Otto Labs
What Otto Labs is: the admin toggle for beta and experimental Flow features.
Otto AI Suite
✨ AI Scribe ✨
Comprehensive guide to using AI Scribe in Flow to record, generate, and review appointment notes.
AI Scribe Automatic Writebacks
Where to find AI Scribe's automatic writeback exports in each supported PIMS: Avimark, Cornerstone, Impromed, ezyVet, Neo, Pulse, Vetspire, Shepherd, and Instinct.
AI Conversation Summary
How AI Conversation Summary generates a quick recap of a client conversation, including forms, attachments, and payment requests.
AI Suggest
How AI Suggest analyzes a conversation and drafts a quick reply, including multilingual support for 8 additional languages.
AI Memo
How AI Memo records, transcribes, and summarizes phone calls made in Flow, and where to find the results in Call History.
OttoPilot
How to use OttoPilot, Otto's AI assistant, to ask plain-language questions about clinic data and get suggested next steps.
Direct Booking
Direct Booking Overview
Overview of the Direct Booking experience for new and existing clients, and what bookings look like in each PIMS.
Direct Booking Availability
Overview of the settings that control Direct Booking availability: start times, booking limits, providers, and exclusions.
Advanced Direct Booking Settings
Newer Direct Booking controls: hiding providers, custom booking windows, and urgent-keyword safety alerts.
Setting Up Exclusionary Time Slots
How to block off recurring windows, like lunch or surgery hours, from Direct Booking using Exclusionary Time Slots.
Setting Up Direct Booking Payments & Deposits
How to require full payment or a deposit before a client can book through Direct Booking.
Getting Set up on Otto Direct Booking using Avimark
Avimark calendar and provider settings clinics need to check before using Otto Direct Booking.
Getting Set up on Otto Direct Booking using Cornerstone
Cornerstone staff hours and doctor classification settings clinics need to check before using Otto Direct Booking.
Getting Set up on Otto Direct Booking using ezyVet
ezyVet setup for Otto Direct Booking: enabling ezyCAB and configuring Planning Guides for accurate availability.
Getting Set up on Otto Direct Booking using Impromed
Impromed setup for Otto Direct Booking: matching doctors to Employees and Resources so availability syncs correctly.
Add a Direct Booking Link to Google Maps, Paid Search, Your Website or Social
Copy your ready-made booking links from Settings → Appointments → Booking Links and add them to Google Business Profile, Google Ads, your website and social profiles.
Otto Direct Booking FAQ’s
Answers to common questions about Otto Direct Booking: supported PIMS, new clients, block-offs, and payments.
Service Reminders in Otto Flow
🐾 Otto Service Reminders
How Otto Service Reminders sync with your PIMS and use smart logic to avoid sending duplicate or unneeded reminders.
Setting Up Service Reminders
How to turn on and configure Service Reminders in Flow, including display names, delivery methods, and postcards.
Service Reminders Emails Editor
How to customize the Service Reminder email template using the drag-and-drop editor.
Setting Up Postcard Service Reminders
How to set up and pay for postcard Service Reminders as a backup to digital reminders.
Service Reminders redirect to Direct Booking
How to let clients book directly from a Service Reminder message using a smart link to Direct Booking.
Otto Flow Automations
Automation Builder: Instructions
Full instructions for building automations in Otto: settings, send conditions, prompts, and composing client-facing content.
Automation Sending Hours
How admins set the hours automations are allowed to send, so clients aren't messaged late at night.
Otto Default Automation Messaging Language
Reference list of the default email and text wording Otto sends for each automated client message type.
How Lapsed Client Automations Work
How Lapsed Client Automations reach out to clients who haven't visited recently, and how they target and track them.
Connect Website Widget
Add the Website Widget to Your Website
Step-by-step guide to embedding the Website Widget script on your site and turning it on.
Website Widget Setup for Google Tag Manager
Step-by-step setup to track Website Widget requests in Google Tag Manager and pass the data to Google Analytics.
Editing Website Widget Request Forms
Where to find and edit the forms used by your Website Widget requests.
Customize the Website Widget Using the Developer API
Developer reference for the Website Widget: install options, the JavaScript API, and query parameter commands.
Email Campaigns in Otto Flow
Otto Email Campaigns
How to build, send, and track a single-clinic email campaign to clients in Otto Flow.
Uploading a Custom Email Campaigns List
How to format and upload a custom CSV recipient list for an Otto Email Campaign, plus upload troubleshooting tips.
Global Email Campaigns for Corporate Groups
How corporate group admins can set up and send a single email campaign on behalf of multiple clinics at once.
Otto Loyalty Program
Otto Loyalty Program
How to set up and configure the Otto Loyalty Program: exchange rate, rewards, eligible items, and manually adding points.
Redeeming Rewards with Otto Loyalty Program
How clients redeem Otto Loyalty rewards in the Pet Portal, and how clinic staff fulfill those requests.
Otto Loyalty FAQ
Answers to common questions about how Otto Loyalty points, rewards, and permissions work.
Otto Phones Integration
Otto & Axion Phones Integration
Full guide to the Axion phone integration: the Call Pop-up for inbound and outbound calls, its limitations, and FAQ.
Call Pop Set-Up with Otto Support
Explains how Call Pop setup works with the Axion phone integration, mapping phone extensions to Otto user accounts.
Caller ID Verification
How admin users verify the phone number that outbound calls from Flow are placed from.
Client Satisfaction Surveys
Utilizing Client Satisfaction Surveys
How to set up and manage post-visit CSAT or NPS client satisfaction surveys in Flow.
Deciding on CSAT or NPS Surveys
How to decide between CSAT and NPS client satisfaction surveys based on your clinic's goals.
More Flow Features
Flow Task Manager ✔︎
Full guide to Flow's Task Manager: automatic tasks from the Website Widget and appointment reminders, custom tasks, and settings.
Navigating Otto Flow's Board View
How to use Flow's Board view to organize conversations, appointments, and automations into columns.
Telemedicine with Otto Flow
How to start, join, and manage a video call with a client in Flow, plus telemedicine setup best practices.
truConnect with Flow: What to expect
Explains what's new when managing truConnect in Otto Flow: the Home page performance report, AI Scribe, and OttoPilot.