Managing Multiple Locations in Otto

Understanding Otto User Accounts

When your clinic registers with Otto, two user accounts are typically created automatically.

• Owner / Manager Login

  • Access Level: Super Administrator

    This login has:

    • Access to Settings
    • The ability to switch between locations, where applicable

    Recommended for: Owners, managers, or team members responsible for overseeing multiple clinic locations.

    The initial Owner/Manager login uses the email address provided when registering for Otto.

• Staff Login

  • Access Level: Office Admin

    Each location should have its own dedicated staff login.

    This login:

    • Is restricted to a single location

    • Does not have access to Settings

    • Can be used by front-desk and day-to-day clinic staff

    The location's clinic/store email is typically used for this login.

Best Practice for Multi-Location Clinics

The recommended setup is:

• Give each clinic location its own Staff/Office Admin login restricted to that location.
• Multiple staff members working at the same location can use that location's dedicated login.
• Create individual Super Administrator logins for owners, managers, or other team members who need to work across multiple locations.

Avoid Sharing Multi-Location Logins

• Do not have multiple staff members simultaneously share a login that has access to multiple locations.

• Otto is web-based, so changing the active location on a shared login can affect everyone currently using those same credentials.

  • For example, if one staff member switches the account from Location A to Location B, another staff member using the same login may also be moved to Location B. This can lead to orders being created or processed under the wrong clinic.

Switching Between Locations

Only users with access to multiple locations will be able to switch between them.

To switch:

1. Click the Locations tab in Otto.
2. Select the location you want to access.
3. Confirm the active location in the top-left corner of Otto before proceeding to ensure you are on the correct loaciton.

Adding a New Location

To add another clinic location:

1. Sign in using your Owner/Manager (Super Administrator) account.
2. Go to Locations.
3. Click New Location in the top-right corner.
4. Enter the new location's:
   • Location/Store Name
   • Address
   • Contact Information
   • Clinic Email
5. Save your changes.

The clinic email entered when creating the location will become the Staff/Office Admin login for that location.

Managers and owners who already have multi-location access can continue using their existing Super Administrator login.

Need Additional User Logins?

If someone needs their own Otto login, send our team:

• User's name
• Email address
• Department or role
• Location(s) they need access to
• Desired access level — Full or Limited

We'll make sure their account is configured with the appropriate location access.

Recommended Multi-Location Setup

For the smoothest day-to-day workflow:

• Front Desk / Clinic Staff: Use the dedicated Office Admin login for their location.

• Managers / Owners: Use an individual Super Administrator login with access to the locations they oversee.

• Staff Working Across Multiple Locations: Request an individual login with access to the appropriate locations rather than sharing another user's multi-location credentials.

Following this structure helps ensure everyone is working within the correct clinic and reduces the risk of orders being created or processed under the wrong location.

Quick Summary

• One location? Use the location's dedicated Staff/Office Admin login for your front-desk team.

• Multiple locations? Each location should have its own Staff/Office Admin login so staff are always working in the correct clinic.

• Manager or owner overseeing multiple locations? Use an individual Super Administrator login with access to all applicable locations.

• Staff member regularly works at multiple locations? Request an individual multi-location login for that person.

• Need to switch locations? Go to Locations, select the clinic you want to work in, and confirm the active location in the top-left corner of Otto.

• Adding another clinic? Go to Locations > New Location using a Super Administrator account.

• Don't see the settings tab? You're signed in on an Office Admin account.