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Family Profiles - Managing Family Members from the Client Profile

Jane’s Relationship feature allows family members to book appointments for each other through a single profile - because who doesn’t love convenience, right? In other words, this means that one family member can be the designated hero, booking individual or group appointments for the entire family right from their own profile.

📣 Jane tip: Relationships make managing family member profiles easier by allowing linked clients to see each other’s personal information. Prior to linking client profiles, we recommend carefully considering any confidentiality and consent obligations that may apply. If you have any questions about how this feature works, please reach out to [email protected].

How to set up family members

There are three main ways to set these client profiles up so let’s break each way down together. We’ve also outlined what each of the permissions grants access to, so you can skip ahead to that section too 💙


Administratively - through a Client Profile

To view and update a client’s relationship, you’ll want to head over to their Profile and then scroll down to the Relationship section. Next, click on the blue pencil icon beside the relationship:

From there, you’ll need to define the relationship each client has with one another by choosing what permissions to grant.

Jane tip💡: For privacy and security purposes, an email notification is sent to clients whenever their information becomes shared via a Relationship — specifically, when a relationship is set up or edited in a way that grants a family member new access to the client’s personal information.


When a New Client Creates a Profile Online

Before clients can manage their Relationships online, a Full Access user can head over to the Settings tab and then click on Online Booking within the left sidebar menu.

Next, scroll down to the Booking, Cancelling & Relationships section and ensure that Allow Patients to add related profiles is toggled on:

For more details on online booking settings, you can head over to our Online Booking: Choosing What Is Offered Online (Locations, Staff, Shifts, Treatments etc) and Individual Staff Preferences) guide.

When a new client creates a profile at your clinic, Jane will ask them if they will be using the account to book appointments for family members.

If the answer is Yes, Jane will then ask for the family member’s relationship to the client as well as the family member’s first name, last name, and email.

NOTE📍: The first, last name and email address are all required fields here.

💡 Jane tip: The client will see a checkbox labelled, “I would like to give permission for this family member to bill their payments to my account”. Checking this box means that the family member or related profile can use any of their saved credit cards. This applies to credit cards they save to their account in the future as well.

Curious about how this works with Jane Payments? Check out our Payments for Related Clients guide for more details.

If your client would like to add more profiles, they can click the Add Another Family Member button.

Once your client has added all of their family members, they can press the blue Continue button to start booking some appointments for the family.


My Account Portal - for Clients

If an existing client would like to add family members to their profile, they can do so by logging in to your online booking site and then heading to their My Account page. Next, they can click on the Family Members tab within the left sidebar menu.

From here, the client can either:

  1. Add a new family member.
  2. Edit the permissions they’ve shared with current family members.

📣 Jane tip: Please note, clients can edit the permissions they have for a family member here, but they cannot see or edit permissions that a family member has for their profile or information from this area. To see what permissions a family member has for their profile, they can either contact their clinic or refer to the email notification they received when relationship permissions were enabled or changed. They can also click the red Remove button to remove the relationship and all permissions between their’s and their family member’s profiles.


Permissions

Once you’ve searched for and selected the related client’s profile, you’ll need to define the relationship each client has to one another, by choosing what permissions to grant.

Here’s a breakdown of each of the permissions:

  • View and Pay: This allows a client to pay for invoices on behalf of another client. This also means that the family member or related profile can use any of your saved credit cards to pay for their sessions. This applies to credit cards you save to your account in the future as well.

  • Manage Bookings and Intake Forms: This allows a client to book new appointments and complete new intake forms for other related clients. They can also access the other related client’s previously completed intake forms and appointment history.

  • Receive a copy of email notifications and reminders: This allows a client to receive booking emails for other related clients.

  • Receive a copy of receipts, statements, and financial emails: This allows a client to receive financial emails about the other related client’s appointments and billing history with the clinic.

  • See appointments in calendar subscriptions: A client can subscribe to the upcoming appointments of the other related client, through their personal calendar app (Google Calendar, Outlook, etc).

A note on Permissions…

When a client allows a family member to bill their invoices to them (which includes using their saved credit cards on file) that permission will apply to all current and future payment methods added.

At the moment, invoices cannot be viewed in the My Account area. This means that clients will need to check their email for invoices that have been emailed to them. To receive another copy, clients can reach out to the clinic to have the financial documents resent to them.

Additionally, any chart entries/files shared or made visible to the client can only be accessed by logging into that client’s profile and cannot be accessed from the family profile.

For a reminder on how to help your client set up their calendar subscriptions, please have a look at our guide on Calendar Subscriptions.


Appointment for Groups

If you’re looking for a faster way to book related profiles into a Group Appointment (like family counselling) then check out our guide on Groups.  

Adding clients to a Group has no effect on their relationship permissions. Instead, it helps administrators book multiple related clients into a Group Appointment by searching for the group name (eg. The Smiths) instead of each individual client’s name.


Additional Notes

For more information on how a client can manage family profiles, including booking visits, paying for visits and viewing intake forms, check out our guides below:

If you have any questions about how this feature works, please don’t hesitate to contact the support team!

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