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Lesson 6: Online Booking

Jane University: Practitioner Training

💡Jane Tip: We recommend heading over to Jane’s Demo Clinic to practice as you learn! Contact us to request access. If you are a current Jane user, it’s best not to create fake or test data in your own account as it can be difficult to remove later on

Lesson 6: Online Booking

When setting up online booking, you have a few options on what gets displayed online and how it is displayed.

Choosing Whether to Have Online Booking at All!

Jane allows practitioner profiles to be set differently, so you can have some practitioners that are displayed online, and some that aren’t displayed in online booking at all.

You’ll be able to find this setting inside the Staff Profile, under the Online Booking tab. If you uncheck the Enable Online Booking box, that staff member will not be displayed at all online.

Individual Staff Preferences

If you are interested in offering online booking, there are a few special ways you can customize how your appointments are offered online. These settings can be found inside a staff profile by clicking “Edit/Settings” and then heading to the “Online Booking” Tab.

Learn more about the individual staff settings for online booking in the video below. We’ve skipped ahead to this section of the video for you:

Let’s review the settings found here and what they mean:

Online Rolling Availability: This setting lets you choose how far in the future to open up your schedule. Set this to 3 months and Jane will open up booking for 3 months into the future and just keep rolling along one day at a time. This allows you the buffer you might need to add in holidays, time off or personal appointments before someone books appointments for the entire year!

Online Booking Start Time: The default here is “sequentially” which means that Jane will offer your appointments back to back based on their length. 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. (1pm, 2:30pm, 4pm).

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 on 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).

A favourite of ours is the “based on my shortest treatment” option, as this means that spaces left in your day would always be a size that could fit whatever your shortest treatment option is.

Cluster Online Booking: If you have a really flexible schedule with lots of openings, but you’d like clients to only book around existing appointments, you can use this setting so that Jane will offer appointments just before or after whatever is booked on your schedule. Please note that breaks 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, she will offer up availability on either side of the break at random. Once there is an appointment in say the first part of the shift, Jane will offer up times around that appointment and random times in the second part of the shift because she sees no appointments 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 are 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. ;)

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 re-set 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).

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 you might find this guide document helpful: Staggering Bookings.

Down the Rabbit’s Hole of Managing Online Booking

Depending on the nuances of your schedule, you may want to use Tags to limit the availability displayed in your online booking. In other instances, you might need to create online availability that will Stagger Your Booking. Or you may need Resource Booking to manage the availability of rooms or equipment necessary for your treatments.

Using some of these advanced features in Jane can have a few layers during your account set up, and we want to be sure to get it right before your Online Booking site in Jane “goes live.”

Be sure to contact us to let us know how we can help! :)

You are so close! Let’s make our way to the finish line in Chapter 7.

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