There are 5 basic steps required to get your Jane account up and running:
|Set Up||Task Complete|
Set Up Step 4: Online Booking
Now that you have finished setting up your treatments and shifts, let’s take a look at the online booking options you have within your staff profile. Of course, if your clinic doesn’t offer online booking, you can feel free to jump ahead to the next section.
Let’s start by navigating over to your Online Booking staff preferences together. Head on over to Staff in the top blue bar > Select your name in the staff list > and select Edit/Settings.
From here, you can select Online Booking.
Learn more about the individual staff settings for online booking in the video below, or hop down to the below section if you prefer reading about them instead. 📖
Note: Speed up or slow down the video speed using the ⚙️ button inside the video player!
Individual Staff Preferences
There are a few special ways you can customize how your appointments are offered online.
Let’s review the settings and what they mean:
1. 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!
2. 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 (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 at 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 favorite 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.
3. 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, Jane 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 there are no appointments there yet.
4. Make Me Look Busy:
This one is a little bit cheeky. Often, when you’re brand new to practicing or to a clinic, 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 your day is completely empty, Jane can display just 3, or 4, or 2 spots to make it look a little busier. 😉
5. Allow Post-Treatment Time after Shift Ends:
Some treatments have a longer scheduled length than the actual treatment duration (to allow for administrative work, to reset the room, to do your clinical notes, etc). This setting will allow an appointment’s buffer time to extend past when your shift ends, to fit more treatments into your day.
For example, let’s say you offer a 60-minute appointment with a 15-minute buffer, which effectively blocks off 75 minutes in your schedule. Let’s say your shift also ends at 5 pm.
Normally, Jane wouldn’t offer this appointment at 4 pm because the full 75 minutes doesn’t fit within your shift. But with this setting turned on, Jane would let you book a 4 pm slot and let that extra 15 minutes of administrative time run past your shift.
6. Stagger Online Booking:
This one is only relevant if the staff member is offering multiple appointments in multiple rooms at the same time, but you need to stagger or offset the start times of each appointment. It’s a popular one for chiropractors, acupuncturists, or any practitioners that see multiple clients at once.
If this is the case for you, you might also find this guide document helpful: Staggering Bookings.
👏 Nothing can stop you now! You’ve completed account setup Step 4. Next up, charting.
Head on over to your account and mark step 4 as complete. Let’s make our way to the finish line in Step 5.