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

Resource Booking

What is Resource Booking?

Do you have a treatment that requires a certain type of equipment in limited quantity? Just one (maybe Shockwave Therapy) or do you have a pool to draw from (3 lasers for example)? Maybe you book casual practitioners based on available rooms, or maybe you can overlap your appointments most of the time, but not when you book certain treatments.

Jane’s Resource Booking ensures that you don’t double book your Resources. Jane will consider the Resource availability when booking appointments requiring those Resources, both administratively and in online booking.

Do you think that you need Resources, but you’re not sure? Keep in mind that the role of Resources is to restrict the number of potential bookings, so you want to make sure they are needed before you put them into place, or you could be restricting your availability. A good question to ask is “Am I ‘competing’” with other practitioners to use this Resource/room during my shift?” If the answer is no, then you don’t need to use Resources.

Here are a couple of scenarios:

  • Let’s say that you require a certain treatment room every time that you work. This wouldn’t require a Resource because Resources are NOT required if no one else can use that room for the duration of your shift anyway. Either assign your shift to that room, or manage room assignment outside of Jane.
  • Let’s say that you and another practitioner work at the same time, and you both can offer laser therapy. However, there’s only 1 laser in your clinic. In this case, Resources ARE required because you’re both working at the same time and you BOTH might need that Resource during your shift.

Have you got this far, but you’re still not sure? Reach out to our Support Team for help!

Set Up Resource Booking

Creating Resources

Note that you’ll need to be logged in as a Full Access user and have “Advanced Scheduling” turned on in Settings > Schedule Settings.

From the Settings area head down to the “Resource” tab.

Use the New Resource button in top right to create your Resources.

Resources belong to a Pool - a Pool is the Category of your Resources. If you have just one, the Resource and the Pool will likely have the same name. If you have several Resource types, you can identify each Resource separately: Room 1, Room 2, Room 3, Room 4, and all will be assigned to the same Pool - “Rooms”.

After you have created your Resources, you can assign them to your treatments.

Assigning a Resource to a Treatment

Once you’ve created your Resources you need to let Jane know that certain treatments will require certain Resources.

Head to the Settings > Treatments, Classes & Group Appointments and then click Edit next to the treatment that needs the resource, or create a new treatment using the New Treatment button.

Near the bottom, under the Advanced Scheduling section, will be the list of Resources that can be assigned to the treatment. Jane will only allow this treatment type to be booked if enough of that Resource is available. A treatment can require more than one Resource – Jane will make sure they are all available.

Viewing Resource Availability

The best way to check on availability for appointments with a Resource requirement is to use the magnifying glass beside the appointments listed to the left of the schedule. If you click the magnifying glass, Jane will display available times in orange slots, depending on what Resources are bookable. You can then click one of the orange spots to book the patient in.

Once you have Resources set up and enabled, Jane will also give you a new view on your main schedule called “Resources”. A schedule will slide out showing the time each Resource is in use.

Resource FAQ & Troubleshooting

Can I override the need for a Resource on the fly?

Yes, but be mindful! As you book the appointment, Jane will list the Resources needed on the booking screen. If you need to book the appointment even though the Resource is unavailable you will have to uncheck that Resource from the list.

Why Is Jane saying the required resources are not available when there are resources available?

Jane App checks for resource availability when booking appointments. If Jane is indicating that the required resources are not available, it could be due to a few reasons:

Resource Assignment: The treatment might not have the correct resources assigned to it. You can check this by going to Settings > Treatments, Classes & Group Appointments and clicking Edit next to the treatment. The list of resources that can be assigned to the treatment is under the Advanced Scheduling section.

Resource Availability: The resources might be in use at the time of the appointment. Jane will only allow a treatment type to be booked if enough of that resource is available.

Location Assignment: If you have more than one location and the required resource(s) are assigned to a location different from where you’re trying to reschedule your appointment, then Jane will not allow the change. 

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