Jane's Guide Here's all the help you need to use Jane.

Putting Resources to work

📣 Please note that Resources are a part of our Thrive Plan. For more info on the different plan options in Jane, check out our Pricing Page.

We’ve put together this handy guide to share some examples of ways you can use our Resources feature to manage your Online Booking availability. We hope these examples help you understand how this feature works.

👩‍🏫 Just a friendly reminder that Resources is a complex feature so this guide is a longer read. We’d recommend grabbing a refreshment and setting aside some time to really dive in as we explore Resources together.

To use Resources, a Full Access user will need to enable advanced scheduling features. Head to Settings > Schedule Settings to check on Advanced Scheduling and Save.

screenshot of enabling Advance Scheduling settings

We’d also recommend checking out our guide on Resource booking - Working with limited resources to learn more about Resources as a feature before we jump into scenarios.

Scenario One - Rooms are a Resource

You have shared rooms that are booked on a first come first served basis.

In our example scenario, we have three rooms shared by our RMTs, Amy and Susan.

Here is how your Resources would be set up:

  • One Resource Pool for your different rooms
    • In our example, we called this “Treatment Rooms”
  • Each available room would be a Resource within that Resource Pool
    • In our example, we have three total rooms and have created each one as a Resource: so “Room 1” goes in the “Treatment Rooms” Resource Pool and so on….

screenshot of resource setup

Here is how your appointments would be set up:

  • Each treatment will need 1 required Resource from the Resource Pool

For regular RMT appointments:

📍 When booking appointments administratively, staff can select a specific room from the Resource Pool; however, when appointments are booked online Jane will randomly select the first available room as the Resource for that appointment.

a screenshot of resources in the appointment panel

🔥 Hot Tip: If you’d like to see what practitioner is booked into what room for their appointment, you can head to your schedule and use the Resources button to view the schedule for each Resource.

🔝Skip back to top

Scenario Two - Practitioner is the Resource

You have a practitioner who can take multiple clients at once for certain appointment types but can only take one client at a time for other appointment types.

In our example scenario, we are working with a chiropractor, Marcus, who can see three clients at a time for subsequent appointments but only one client at a time for initial appointments.

❗️Before we jump into this scenario, since you are working with a practitioner who can potentially see multiple clients at once, you’ll want to make sure you use our Rooms feature to create multiple Shifts within that practitioner’s schedule. We recommend using the Manage Shifts function covered in our Settings Up Shifts guide coupled with the Room Booking guide.

Here is how your Resources would be set up:

  • One Resource Pool for your practitioner
    • In our example, we called this “Marcus”
  • Within that Resource Pool, you would create a practitioner Resource for the maximum amount of clients your practitioner can see at a time
    • In our example, because our chiropractor, Marcus, can see up to three clients at a time for subsequent appointments, we will create three practitioner Resources for our Resource Pool

❗️ Something to keep in mind as you set up this scenario is that you will need to create your practitioner Resource appointments so that they are assigned to a specific staff member if there is more than one staff member opted into this discipline, rather than using a No Staff Member (Shared Treatment). This is so that one practitioner is not affected by the Resource availability of another practitioner within that same discipline.

❗️Since you are now working with appointments that are assigned to specific staff members, you’ll want to make sure that Book by Staff Member in your Settings > Online Booking is enabled so that your patients are able to book staff specific appointments.

Here is how your appointments would be set up:

  • Appointment types that allow the practitioner to see more than one client at a time would be set to need 1 Required Resource from the Resource Pool
  • Appointment types that require the practitioner exclusively, an initial visit for example, would be set to need All Required Resources from the Resource Pool

For subsequent chiropractic appointments where Marcus can see up to three clients at once:

For initial chiropractic appointments where Marcus can only see one client at a time:

In our example, when we go to book Marcus’ Subsequent Treatment, we can see that Jane requires only one of our Resources from the “Marcus” Resource Pool:

a screenshot of resources in the appointment panel

However, when we go to book Marcus’ Initial Treatment & Assessment, we can see that Jane requires all three of the Resources from the “Marcus” Resource Pool:

a screenshot of resources in the appointment panel

🔥 Hot Tip #1: We always recommend using the Magnifying Glass 🔎 as a quick and easy way to check your work and how it reflects on your Online Booking Site.

In our example, when we use the Magnifying Glass to check the Online Booking Site availability for Marcus’ Subsequent Treatment, we can see that clients can book into any available time slots where an Initial Assessment And Treatment is not booked:

However, when we use the Magnifying Glass to check the availability for Marcus’ Initial Assessment And Treatment, we can see that clients can only book into an available time slot where no other appointments are booked:

🔥 Hot Tip #2: If you would prefer your appointments start at staggering times, check out Scenario 1 in our Staggered Booking Set Up (Multiple Rooms or Clients Overlapping) guide for info on how to enable Stagger Online Bookings.

🔝Skip back to top

Scenario Three - Both Rooms and the Practitioner are a Resource

You have multiple rooms which are booked on a first come first serve basis. You also have a practitioner who can take multiple clients at once for certain appointment types but can only take one client at a time for other appointment types.

📍Scenario three is a mix of scenario one and scenario two together. Feel free to check out both scenario one and scenario two for hot tips (marked with a 🔥) and additional notes (marked with a ❗️) on this scenario.

In this example scenario, we are working with RMTs, Amy and Susan, and a chiropractor, Marcus, who require a room for their appointments. Our chiropractor can see three clients at a time for subsequent appointments but only one client at a time for initial appointments.

Here is how your Resources would be set up:

  • Two Resource Pools are needed
    • One Resource Pool for your Rooms
      • In our example, we called this “Treatment Rooms”
    • One Resource Pool for your Practitioner
      • In our example, we called this “Marcus”
  • When setting up the Resource Pool for your rooms, each available room will be its own resource within that pool
    • In our example, we have three total rooms and have created each one as a Resource: so “Room 1” opted into the “Treatment Rooms” Resource Pool and so on….
  • When setting up the Resource Pool for your practitioner, you will create a practitioner Resource for the maximum amount of clients your practitioner can see at a time
    • In our example, because our chiropractor, Marcus, can see up to three clients at a time for subsequent appointments, we have created three Resources for Marcus: so “Marcus 1” opted into the “Marcus” Resource Pool and so on…

Here is how your appointments would be set up:

  • Each appointment type would be set to need 1 required Resource from the room Resource Pool
  • Appointment types that allow the practitioner to see more than one client at a time would be set to need 1 Required practitioner Resource from the Resource Pool
  • Appointment types that require the practitioner exclusively, an initial visit for example, would be set to need All Required practitioner Resources from the Resource Pool

For regular RMT appointments:

For subsequent chiropractic appointments where Marcus can see up to three clients at once:

For initial chiropractic appointments where Marcus can only see one client at a time:

In our example, when we go to book a regular 30 Minute Massage appointment, we can see that Jane requires only one of our room Resources from the “Treatment Rooms” Resource Pool because our RMT, Amy, can only ever see one client at a time (so we have not created nor are we using a practitioner Resource Pool for Amy):

a screenshot of resources in the appointment panel

However, when we go to book Marcus’ Subsequent Treatment, we can see that Jane requires one of our room Resources from the “Treatment Rooms” Resource Pool AND one of the practitioner Resources from the “Marcus” Resource Pool because Marcus needs a room for his appointment and he can see multiple clients at once for his subsequent appointments:

a screenshot of resources in the appointment panel

🔥 As we did in scenario two, let’s use our handy Magnifying Glass 🔎 to check our work in the schedule:

Notice how when we use the Magnifying Glass to check the Online Booking Site availability for Marcus’ Subsequent Treatment, we can see that Jane isn’t offering the 10:30 AM slot in Marcus’ schedule even though he could technically take a third client at that time. This is because there is no room availability since Susan and Amy, our RMTs, are already using Room 3 at that time:

🔝Skip back to top

Scenario Four - Rooms, the practitioner, and a piece of equipment are a Resource

You have multiple rooms booked on a first come first serve basis, a practitioner who can take multiple clients at once for certain appointment types but can only take one client at a time for other appointment types, and a piece of equipment shared among the clinic.

📍Scenario four is a mix of scenario one and scenario two with an added Resource for a shared piece of equipment among the clinic. Feel free to check out both scenario one and scenario two for hot tips (marked with a 🔥) and additional notes (marked with a ❗️) on this scenario.

In this example scenario, we are working with RMTs, Amy and Susan, a chiropractor, Marcus, and a physiotherapist, Jonathan, who require a room for their appointments. Our chiropractor can see three clients at a time for subsequent appointments but only one client at a time for initial appointments. Both our chiropractor and our physiotherapist require X-ray equipment for their initial appointments.

Here is how your Resources would be set up:

  • Three Resource Pools are needed
    • One Resource Pool for your Rooms
      • In our example, we called this “Treatment Rooms”
    • One Resource Pool for your Practitioner
      • In our example, we called this “Marcus”
    • One Resource Pool for your piece of equipment
      • In our example, we called this “X-Ray”
  • When setting up the Resource Pool for your rooms, each available room will be a Resource within that pool
    • In our example, we have three total rooms and have created each one as a Resource: so “Room 1” opted into the “Treatment Rooms” Resource Pool and so on….
  • When setting up the Resource Pool for your practitioner, you will create a practitioner Resource for the maximum amount of clients your practitioner can see at a time
    • In our example, because our chiropractor, Marcus, can see up to three clients at a time for subsequent appointments, we have created three Resources for Marcus: so “Marcus 1” opted into the “Marcus” Resource Pool and so on…
  • When setting up the Resource Pool for your piece of equipment, the equipment will be a Resource within that pool
    • In our example, we only have one X-Ray in the clinic which is shared among the clinic so we created one Resource for it within its own Resource Pool: so “X-Ray” opted into the “X-Ray” Resource Pool

Here is how your appointments would be set up:

  • Each appointment type would be set to need 1 required Resource from the room Resource Pool
  • Appointment types that allow the practitioner to see more than one client at a time would be set to need 1 Required practitioner Resource from the Resource Pool
  • Appointment types that require the practitioner exclusively, an initial visit, for example, would be set to need All Required practitioner Resources from the Resource Pool
  • Appointment types that require your piece of equipment, an initial visit for example, would be set to need 1 Required equipment Resource from the Resource Pool

For regular RMT appointments:

For initial physiotherapy appointments that require our x-ray equipment:

For subsequent chiropractic appointments where Marcus can see up to three clients at once and does not need the x-ray equipment:

For initial chiropractic appointments where Marcus can only see one client at a time and requires the x-ray equipment:

In our example, when we go to book a regular 60 Minute Massage appointment, we can see that Jane requires only one of our room Resources from the “Treatment Rooms” Resource Pool because our RMT, Amy, can only ever see one client at a time (so we have not created nor are we using a practitioner Resource Pool for Amy) nor does she require the x-ray Resource from the “X-Ray” Resource Pool:

a screenshot of resources in the appointment panel

Then when we book a physiotherapy Initial Assessment & Treatment, Jane requires one of our room Resources from the “Treatment Rooms” Resource Pool and our x-ray Resource from our “X-Ray” Resource Pool. However, since our physiotherapist, Jonathan, can only ever see one client at a time we have not created or used a practitioner Resource Pool for these appointments:

a screenshot of resources in the appointment panel

Lastly, when we book Marcus’ Initial Assessment & Treatment, Jane requiresone of our room Resources from the “Treatment Rooms” Resource Pool, three of the practitioner Resources from the “Marcus” Resource Pool, and also the x-ray Resource from the “X-Ray” Resource Pool because Marcus needs a room for his appointment, he can only see one client at a time for his initial appointments, and he requires the x-ray for those initial appointments:

a screenshot of resources in the appointment panel

🔥 As we did in scenarios two and three, let’s use our handy Magnifying Glass 🔎 to check our work in the schedule:

Notice how when we use the Magnifying Glass to check the Online Booking Site availability for Marcus’ Initial Assessment And Treatment, we can see that Jane isn’t offering the 10:30 AM slot in Marcus’ schedule even though he doesn’t have any clients booked at that time and Room 3 is available. This is because the x-ray is not available since it is being used by Jonathan, our physiotherapist, at that time:

🔝Skip back to top

Scenario Five - Rooms, multiple practitioners, and a piece of equipment are a Resource

You have multiple rooms booked on a first come first serve basis, multiple practitioners who can take multiple clients at once for certain appointment types but can only take one client at a time for other appointment types, and a piece of equipment shared among the clinic.

📍Scenario five is a mix of scenario one and scenario two with a second practitioner Resource and an added Resource for a shared piece of equipment among the clinic. Feel free to check out both scenario one and scenario two for hot tips (marked with a 🔥) and additional notes (marked with a ❗️) on this scenario.

In this example scenario, we are working with RMTs, Amy and Susan, and two chiropractors, Marcus and Frank, who require a room for their appointments. Our chiropractor, Marcus, can see three clients at a time for subsequent appointments but only one client at a time for initial appointments. Our chiropractor, Frank, can see two clients at a time for subsequent appointments but only one client at a time for initial appointments. Both chiropractors require X-ray equipment for their initial appointments.

Here is how your Resources would be set up:

  • Four Resource Pools are needed
    • One Resource Pool for your Rooms
      • In our example, we called this “Treatment Rooms”
    • One Resource Pool for your first Practitioner
      • In our example, we called this “Marcus”
    • One Resource Pool for your second Practitioner
      • In our example, we called this “Frank”
    • One Resource Pool for your piece of equipment
      • In our example, we called this “X-Ray”
  • When setting up the Resource Pool for your rooms, each available room will be a Resource within that pool
    • In our example, we have three total rooms and have created each one as a Resource: so “Room 1” opted into the “Treatment Rooms” Resource Pool and so on….
  • When setting up the Resource Pool for each of your practitioners, you will create a practitioner Resource for the maximum amount of clients your practitioner can see at a time
    • In our example, because our chiropractor, Marcus, can see up to three clients at a time for subsequent appointments, we have created three Resources for Marcus: so “Marcus 1” opted into the “Marcus” Resource Pool and so on…
    • However, because our chiropractor, Frank, can only see up to two clients at a time for subsequent appointments, we have created two Resources for Frank: so “Frank 1” opted into the “Frank” Resource Pool and so on…
  • When setting up the Resource Pool for your piece of equipment, the equipment will be a Resource within that pool
    • In our example, we only have one X-Ray in the clinic which is shared among the clinic so we created one Resource for it within its own Resource Pool: so “X-Ray” opted into the “X-Ray” Resource Pool

❗️ Something to keep in mind as you set up this scenario is that you will need to create your practitioner Resource dependant appointments so that they are assigned to a specific staff member. This is so that one practitioner is not affected by the Resource availability of another practitioner within that same discipline.

In our example, this would be the appointments for Marcus and Frank. Both Marcus and Frank would require their own set of appointments which are assigned to them directly. This way, when we set up Marcus’ appointments, we can specify how many of the “Marcus” Resources are needed for each appointment and the same would go for setting up Frank’s appointments with the “Frank” Resources.

❗️Since you are now working with appointments that are assigned to specific staff members, you’ll want to make sure that Book by Staff Member in your Settings > Online Booking is enabled so that your patients are able to book staff specific appointments.

Here is how your appointments would be set up:

  • Each appointment type would be set to need 1 required Resource from the room Resource Pool
  • Appointment types that allow the practitioner to see more than one client at a time would be set to need 1 Required practitioner Resource from the Resource Pool
  • Appointment types that require the practitioner exclusively, an initial visit for example, would be set to need All Required practitioner Resources from the Resource Pool
  • Appointment types that require your piece of equipment, an initial visit for example, would be set to need 1 Required equipment Resource from the Resource Pool

For regular RMT appointments:

For initial chiropractic appointments with Marcus that require our x-ray equipment:

For subsequent chiropractic appointments with Marcus where Marcus can see up to three clients at once and does not need the x-ray equipment:

For initial chiropractic appointments with Frank that require our x-ray equipment:

For subsequent chiropractic appointments with Frank where Frank can see up to two clients at once and does not need the x-ray equipment:

In our example, when we book a regular 60 Minute Massage appointment, Jane requires only one of our room Resources from the “Treatment Rooms” Resource Pool because our RMT, Amy, can only ever see one client at a time (so we have not created nor are we using a practitioner Resource Pool for Amy) nor does she require the x-ray Resource from the “X-Ray” Resource Pool:

a screenshot of resources in the appointment panel

Then, when we book Marcus’ Initial Assessment & Treatment, Jane requires one of our room Resources from the “Treatment Rooms” Resource Pool, three of the practitioner Resources from the “Marcus” Resource Pool, and also the x-ray Resource from the “X-Ray” Resource Pool because Marcus needs a room for his appointment, he can only see one client at a time for his initial appointments, and he requires the x-ray for those initial appointments:

a screenshot of resources in the appointment panel

Next, when we book Frank’s Initial Assessment & Treatment, Jane requires one of our room Resources from the “Treatment Rooms” Resource Pool, two of the practitioner Resources from the “Frank” Resource Pool, and also the x-ray Resource from the “X-Ray” Resource Pool because Frank needs a room for his appointment, he can only see one client at a time for his initial appointments, and he requires the x-ray for those initial appointments:

a screenshot of resources in the appointment panel

Lastly, when we book either of the chiropractor’s Subsequent Treatment, Jane requires one of our room Resources from the “Treatment Rooms” Resource Pool and one of the practitioner Resources from either the “Marcus” or the “Frank” Resource Pool because each chiropractor needs a room for their appointment, they can see multiple clients at a time for their subsequent appointments, and they don’t require the x-ray Resource from the “X-Ray” Resource Pool for their subsequent appointments:

a screenshot of resources in the appointment panel

🔥 As we did in scenarios two, three, and four, let’s use our handy Magnifying Glass 🔎 to check our work in the schedule:

Notice how when we use the Magnifying Glass to check the Online Booking Site availability for Marcus’ Initial Assessment And Treatment, we can see that Jane is offering the 11:15 AM slot as the next available appointment. This is because Jane is scanning the schedule for all three of the practitioner Resources from the “Marcus” Resource Pool, one of the room Resources from the “Treatment Rooms” Resource Pool, and the x-ray equipment from the “X-Ray” Resource Pool:

🔝Skip back to top

There you have it friends! 🤩 Those are a few common scenarios we see Resources used for and we hope these help you get a better understanding of how this amazing feature can help you manage your scheduling.

That being said, if your scenario doesn’t match one of those outlined above, or even if you’d just like a helping hand with your setup, we’d be happy to chat with you. Feel free to check out our Contact Us page if you’d like.

We’ll also plug our Resource booking - Working with limited resources and Resource FAQ & Troubleshooting guides for you in case you’d like to pop into those.

We would really appreciate any feedback you may have regarding Resources as a feature or this example scenarios guide. If you’d like to leave your feedback about the Resources feature, please feel free to pop into our Feature Request page. If you have suggestions on how this guide could be more helpful, we’d love it if you could reach out and let us know.

Subscribe to our monthly newsletter.