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Family Profiles - Managing Family Members from the Client Profile

Family members can now book appointments on behalf of each other through a single profile (try to contain your excitement)!

To put it plainly, one family member can book individual appointments for the whole family from their client profile.

Psst… speaking of booking in the whole family, 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.

How to Set Up Family Members

There are 3 different areas where family members can be set up:

1) Administratively - From the Client’s Profile

If you have existing clients at your clinic that would like to be set up as family members on your account to receive Appointment or Financial Emails, you’ll need to do this for them (they can’t do this themselves).

For a reminder on how to set these up, wander over to our guide on Client Relationships.

From a client’s profile, you can manage the permissions that they’ve granted a family member and manage the permissions that a family member has granted to your client.

To manage the permissions granted in a relationship, you can click on the pencil icon beside the relationship:

Jane will display a relationship panel that allows you to:

1) Edit the family member’s relationship to the client.

2) Edit the client’s relationship to the family member.

3) Edit the permissions the client has granted their family member.

4) Edit the permissions the family member has granted the client.


2) When a New Client Creates a Profile Online

For the following two options, you will need to enable the setting that allows clients to add related profiles. You can do this from Settings > Online Booking by ticking the box next to Allow clients to add related profiles.

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

Please note that only the first and last name are mandatory.

In this example, Greg Brown is creating a profile for his sister, Cindy Brown.

At the bottom of this page, Greg has the option to allow Cindy to bill him for her visits. This means two things:

  1. Cindy can use any stored credit cards on Greg’s account if your clinic uses Jane Payments.
  2. When you go to collect payment for Cindy’s visits, you can choose Greg as the payer for any payment method.

Check out our Payments for Related Clients guide for more details.

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

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

3) Through a Client’s My Account Page/ Client Portal (Existing Client)

If an existing client would like to add some 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.

From their My Account area, they can click on the Family Members tab.

From here, the client can:

1) Add a new family member.

2) Edit the permissions they’ve shared with current family members.

One thing to note is that a client can edit the permissions they’ve granted their family members in this area, but they can’t view or edit the permissions they’ve received from their family members.

In this example, Greg Brown is creating a profile for his sister, Cindy Brown.

At the bottom of this page, Greg has the option to allow Cindy to bill him for her visits. This means two things:

  1. Cindy can use any stored credit cards on Greg’s account if your clinic uses Jane Payments.
  2. When you go to collect payment for Cindy’s visits, you can choose Greg as the payer for any payment method.

Check out our Payments for Related Clients guide for more details.

What Permissions can a Client Share with their Family Member?

Client can grant different permissions to their family members:

1) View and pay for their appointments.

2) Share a copy of their receipts, statements, and financial emails.

3) Share a copy of their email notifications and reminders.

4) Manage their online bookings and complete their intake forms.

5) Publish their appointments for their family member’s calendar subscriptions.

They can also remove permissions granted to them from their family members.

If your client chooses to do so and wants them reinstated after, they will need to contact your clinic in order to protect the privacy and data of all your clients.

Please note that 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 to the granting client’s 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.

Duplicate Profiles

Online booking is gloriously helpful but also can result in duplicate profiles for your clients.

Jane has made it simple to merge profiles, especially using the Potential Duplicates report from the Reports tab.

Here’s a refresher on how to match up and merge any double-ups that this family feature may create in your account: Merging Patients.

The other way to help prevent duplicates is to link profiles for active families administratively.

Then the next time your clients go to book, they will automatically have the option to select a linked member during the online booking process.

You can link profiles using Jane’s Relationships feature and then enable the online booking permission.

For more information on Family Profiles:

Family Profiles - Payments with Shared Credit Cards

Family Profiles - Online Booking & Intake Forms

As always, if you have any questions please don’t hesitate to reach out to our team. :)