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Adding a Location

You might be a mobile practice and work in several different locations with different availability, or you might have multiple physical practices that share practitioners, client or patient base and branding.

Here’s where having another location set up will come in handy and this guide breaks that process down step-by-step.

Friendly reminder, there’s no charge for extra locations and you can add them anytime in your Settings tab.

Adding a New Location

For this first step, a Full Access staff member can head over to the Settings tab and then to Locations in the left sidebar menu. From there, click on the blue +Create Location button.

There are a couple of customizable options in this area that will affect how the location is displayed on the online booking site, on appointment reminders and even on financial documents like invoices and statements.

Note📍: For more information on where the Short and Long Description appear on your website, you can hover your mouse over the question mark to get a mini preview.

Contact Info:

Ever wondered what happens when a client responds to a Thanks for Booking notification or Appointment Reminder email? It gets sent to the email address listed here for the Primary Location. To view and update the primary location, head over to Settings > Locations and you’ll be able to view and reorder the locations in this area:

Here is the phone number that appears on your online booking site, appointment reminders and notifications as well as on financial documents like invoices, receipts and statements.

Location Address & Map:

You’ll have the option of selecting whether you’d like the location to be displayed on notifications and online booking as well as a map.

Billing Information:

This is the information that appears on all financial documentation that is sent out to your clients like invoices, receipts and patient statements.

If the address that you’d like to appear on the financial documents is different from the location entered in the previous section, you’ll want to uncheck use my location address for billing. This will open up a new set of fields that will allow you to enter an alternate address.

Note📍: If you are a virtual practice, then we have a great guide that walks through How to Hide Your Location Address on the Online Booking Site

Online Booking:

The home stretch! This last section will affect if the location will appear on the online booking site.

Since there are additional settings that contribute to whether a client or patient can see available times for a staff member, we recommend taking a look at our Online Booking: Choosing what is Offered Online (Locations, Staff, Shifts, Treatments etc) and Individual Staff Preferences guide for more detailed information 💙

Make sure that Location is available to be booked online is toggled on and hit that blue Create Location button to confirm those changes 🥳

Additional Notes:

Looking for more information on online booking settings? Here are some guides that we hope are helpful!

Add You New Location to Treatments

You may want to offer some of the same treatments at your new location as well.

To ensure these treatments are available at your new location, you’ll need to pop over to the Settings tab and then click on Treatments, Classes & Group Appointments on the left sidebar menu. Next, click on the Edit button to the right of the treatment or on the blue text with the name of the treatment.

From there, scroll down to the Details section, and ensure that the new location is toggled on here:

Make sure to hit that blue Update Treatment button to confirm those changes 🤓

Note📍: If this new location is offering a different set of treatments, you can create them and ensure that only the new location is selected. For a refresher, we’ll tuck in this guide on Setting up Treatments that walks through the steps.

Opt Staff into Location

Now that you have this new location set up, you will need to let Jane know who works there! Within every staff member’s profile, there is an area that lists all of your active locations. To view this setting, you’ll want to open up their profile and hit Edit/Settings.

Next, click on the Settings tab within the profile and toggle on the location(s) they work at.

Make sure to hit that blue Save button to confirm those changes.

Add shifts for Each Staff Member

Once you’ve told Jane who works at each location, you’ll have to also clarify when each person works. This step is especially important for clinics using online booking because if you don’t assign shifts, the staff members won’t show up on your online booking page.

To create shifts on the schedule, you’ll first want to make sure that each practitioner has their Staff Profile set up. See our guide doc on Setting up Staff for tips and more details on this process.

To start, you’ll want to head over to the Schedule tab and select the staff member you’d like to add shifts for on the staff menu to the left. Next, select the Week view at the bottom to change the view so you’re able to see the entire on a single screen.

From here, you’ll want to click on the word Shifts. The button should turn orange and that’s how you know you’re in Shift Editing mode.

Choose the day you want to create a shift. Don’t worry about being too precise with the time here! Jane will open up the Edit Shift panel to the right, where you can select and adjust the Start At and End At times for the shift.

You can also set the shift to Repeat for as long as you like. Remember to select an end date with the date picker to activate the repeat function. You can always delete or change a single shift later on without affecting the entire series. 

If you want to have a set break, you can create multiple shifts in a day. You can also create multiple shifts to control which spots show as available for online booking. 

For more information on this step, check out our guide docs on Setting Up Shifts and Setting up Shifts FAQ

Add Your Payments Integration

If you have Jane’s Payment Integration, then you’ll need to opt this new location into your integration to receive payments online through Jane. Head over to the Settings tab, and then click Jane Payments on the left menu to view your Payment Account.

You’ll see a list of Jane Payments Accounts, and you can opt additional locations in by clicking the blue pencil icon next to the integration:

Additional Notes

Report Filters

You’ll now see a Location Filter on most of your reports (other than your Client List). Your Summary Report will also break down information location by location.

Keyboard Short Cuts

There’s a shortcut key to flip between locations - try using Shift + L on the main schedule to jump back and forth between locations quickly.

Pricing by Location

Another place you can further customize is on your treatments. Once you have more than one active location you can choose to offer different pricing by location if appropriate. Enable this feature in your Settings > Billing Settings area:

Once that’s enabled, your treatments will show multiple fields for pricing:!

Inventory by Location

You can also manage and track your inventory amounts by location. Once you have more than one active location, you will see multiple fields for inventory amounts on the product.

Jane will filter the inventory and re-order reports by location.

Location Dropdowns

Only one location schedule can be viewed at a time. To switch which location you are viewing, you can go to the top right of your screen where you will also see location dropdowns, or to the left of the schedule on the list of practitioners.

Should I set up multiple locations or have multiple Jane Accounts?

We have a handy guide that breaks down the pros and cons of setting up a single account with multiple locations versus opening a separate Jane account for each location. You can check out that guide by clicking here.

Do I need another location if I’m moving from one location to another

Usually, another location is not needed. On the date of the move, you will want to update your location address and information in the location currently in use. You only need multiple locations if they are all being used at the same time. If you are moving your practice, learn more about how to update your settings and notify your clients by clicking here.

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