To view and update the online booking for a specific staff member, head over to the Staff tab and click on their name to open up their Staff Profile. From there, click on the Edit/Settings tab and then on the Online Booking tab. The Enable Online Booking toggle controls whether a staff member is displayed on the online booking site or not.
Here’s where the settings get a bit granular, so let’s dive in 🤿!
- Online Rolling Availability
- Online Booking Start Time
- Based on my shortest treatment
- Cluster Online Booking
- Make Me Look Busy
- Allow Post-Treatment Time after Shift Ends
- Stagger Online Booking
- Additional Notes & Resources
Online Rolling Availability
This setting allows you to pick how far ahead you want your schedule to open. For example, setting it to three months means Jane will keep booking three months into the future, rolling forward one day at a time.
Jane will gradually open up online booking availability based on the exact time a patient visits the booking site, counting rolling availability down to the second. This gives you a handy buffer to sneak in holidays, time off, or personal plans before your calendar fills up for the whole year!
Online Booking Start Time
The default here is booking Sequentially, which means that Jane will offer your appointments back to back based on their length. For example, if you have a 60-minute treatment, Jane will offer it every 60 minutes. If you have a 90-minute treatment, that one will be offered every 90 minutes. (1 pm, 2:30 pm, 4 pm).
If you offer long treatments, this can mean that start times are pretty far apart, even if your day is completely open. To avoid this, you can choose to have treatments offered in more regular intervals. If you choose 30 minutes here, for example, a 90-minute appointment will be offered every 30 minutes (1 pm, 1:30 pm, 2 pm).
The Based on my shortest treatment option means that spaces left in your day would always be enough time to fit whatever your shortest treatment option is.
For example, if you offer 30, 45 and 60-minute treatments, Jane will always display appointments where each gap could be filled with the 30-minute appointment.
Cluster Online Booking
If your schedule is flexible with a lot of openings, but you want clients to book only around existing appointments, this setting lets Jane offer times just before or after those bookings.
Clustering operates based on successful bookings, not reserved appointments. This means that while one appointment is being successfully booked, Jane may offer other time slots that are not directly clustered, which can sometimes lead to small gaps in your schedule.
Breaks on the schedule work a bit differently with cluster booking. A break divides your shift, so you’ll effectively have two separate shifts where Jane clusters independently. If there are no appointments in the schedule, availability will be offered on both sides of the shift.
Once there is an appointment in, say, the first part of the shift, Jane will offer up times around that appointment and at all times in the second part of the shift because no appointments are shown there.
Make Me Look Busy
This one is a little bit cheeky! Often, when you’re brand new to practicing, or to a clinic, or to a city, you might not yet have a full caseload.
People can be a bit wary of booking on a fully open schedule, so Jane can limit the number of appointments that are displayed per day. Even if you are completely empty, Jane can display just 3, or 4, or 2 spots to make it look a little busier 😉
📍For clinics using Jane’s Waitlist Notifications feature, this setting is a place to start when investigating why a patient didn’t receive a notification. The newly available time slot is not adjacent to an existing appointment, Jane will not automatically send the waitlist notification
Allow Post-Treatment Time after Shift Ends
Some treatments have a longer scheduled time than the treatment duration (often to allow for a room to be reset or time to do your clinical notes, etc). When your shift ends at 5 pm, it might be reasonable for that extra buffer time to extend into the time after your shift ends.
If you have a 60-minute appointment with a 15-minute buffer (so normally that blocks of 75 minutes on your schedule), it might make sense for Jane to allow a 4 pm appointment, even though there are only 60 minutes left on the shift.
📍The Post Treatment Time within a staff member’s profile overrides the time added to the overall appointment type within the Settings tab > Treatments, Classes & Group Appointments area. This means Jane will ignore the Scheduled Length for the appointment type and only use the Post Treatment Time.
Stagger Online Booking
This one is only relevant if you are offering multiple appointments in multiple rooms at the same time for the same staff member. If this is the case, check out our guide on Staggered Booking.
Additional Notes & Resources
If the staff member works at multiple locations or has recently joined the clinic, you’ll want to check the following to ensure they’re displayed correctly:
- The staff member is opted into that location under their Staff Profile > Edit/Settings > Locations
- The treatments offered at that location are set to Display in Online Booking over in the Settings tab > Treatments, Classes & Group Appointments
- The staff member’s shifts are set to Bookable Online
For more information on the overall clinic settings for online booking, here are some handy guides:
- Online Booking Pre-Payments
- Turning on Online Booking and Setting up Different Permissions
- Why isn’t my Availability Displaying Online? A Troubleshooting Guide
- Online Booking: Choosing What Is Offered Online
As always, let us know if you have any questions!