Welcome! Here are some frequently asked questions and answers about Jane’s primary shift scheduling tool: Manage Shifts. And if you haven’t seen them already, we do have a few other dedicated guides that may come in handy as you’re setting up your clinic’s schedule.
You can skip down to the additional resources here, or skip to a specific section below by clicking on the blue links:
- What are shifts?
- How do I change my gridlines in my schedule?
- How do I change my clinic’s opening and closing hours?
- I’d like to turn off the ability for my staff to book outside of our scheduled shifts. How do I do that?
- Will my clients be able to book within my clinic’s closing and opening hours?
- How do I access Manage Shifts?
- How do I set the date range?
- Why is the date range so important?
- What is the relation between the Days of the Week and my Date Range?
- Where can I access my shift settings?
- Why are my “Rooms” and “Tags” not showing up within the Icon Bar window?
- How do I repeat my shift to other days of the week?
- How do I apply my new shift schedule to multiple practitioners?
- I have a new staff member starting. I’d like their shifts to match an existing shift schedule I’ve already created. How do I do this?
- Can I use Manage Shifts to change the frequency of my shifts (i.e., weekly, biweekly, etc.)?
- How do I remove a single shift from one practitioner’s schedule?
- How do I remove a single shift from multiple practitioner’s schedules?
- How do I remove multiple shifts from one practitioner’s schedule? (🌴 Perfect for booking holidays off!)
- How do I remove multiple shifts from multiple practitioner’s schedules?
- Why haven’t my shifts populated in my schedule? I just created them in Manage Shifts, but they haven’t appeared.
- Why haven’t any shifts populated in my Manage Shifts window? I know I have shifts on those days, but they are not appearing.
- Why do I see shifts within my Manage Shifts Tool?
- Help! My shifts have all disappeared. What happened, and how can I fix this?
- Why are my appointments displaying in a separate column from my shift?
- How can I update my shifts so that they are ‘Bookable Online’?
- Why are some icons in my icon bar blue, while others are black?
A. Shifts: The Fundamentals 🏗️
What are shifts?
Shifts make it easy for Front-Desk Staff to know when the practitioner is available to book in with. Within the administrative schedule, shifts are represented by the blue background you see here. The white space represents the time that staff are unavailable to book in with.
And within the online booking site, clients can book within shifts so long as their Online Booking Options are set to “Bookable Online”. When the shift is set to “Not Bookable Online”, a client will see the shift as “Booked”, or where there is no shift at all, the client will see this “No Availability”.
Note that Online Booking Options are set at the time of creating your shifts, and can be changed when needed.
How do I change my gridlines in my schedule?
You can change your schedule gridlines by heading on over to Settings > Schedule Settings and then you can select your Schedule Grid option from the drop-down menu.
If you are a multidisciplinary clinic and you have differing gridline requirements, we recommend choosing your lowest common denominator. For example, if your Massage Therapist works on a 15-minute gridline, and your Chiropractor works on a 10-minute gridline, we recommend choosing a 5-minute gridline as your lowest common denominator.
To learn more about gridlines, click here.
Account Owner or Full Access Required
How do I change my clinic’s opening and closing hours?
To change your clinic’s opening and closing hours, head on over to Settings > Schedule Settings and you’ll find your clinic opening hours and closing hours at the top of the page.
We recommend setting your clinic opening hours an hour prior to your shift start time, and your clinic closing hours an hour after your shift end time. This gives Front-Desk Staff a bit more flexibility if they need to book outside of a shift.
Bonus! ✨ It also makes your Online Booking Site look good 😉
To learn more about clinic closing and opening times, click here.
Account Owner or Full Access Required
I’d like to turn off the ability for my Front-Desk staff to book outside of our scheduled shifts. How do I do that?
Glad you asked! We have a spiffy feature for that hiding within our Schedule Settings. Take a look at this guide, and let us know if any questions come up! **
Account Owner or Full Access Required
Will my clients be able to book within my clinic’s closing and opening hours?
Yes & no… Your clinic’s closing and opening hours are the boundaries that you can book your shifts within. Shifts in Jane are what dictate your availability — and the shifts will need to be made “Bookable Online” in order for clients to see your availability online. So, your clients will only be able to book within your clinic’s closing and opening hours if you have created shifts in your schedule.
2. Manage Shifts 🏡
How do I access Manage Shifts?
In the top right-hand corner of your Schedule View, select the drop-down arrow to the right of the “Shifts” button. There you’ll find “Manage Shifts”. Selecting this will open up your Manage Shifts window.
How do I set the date range for my shifts?
Within the Manage Shifts window, click into each date field to select your Start Date and End Date from the date picker. You can choose the month and year from the drop-down menus, or the right arrow in the top right-hand corner of the date picker to flip through one month at a time:
Why is the date range so important?
Okay, you got me! This hasn’t been a frequently asked question at Jane, but it’s SO important, so much so that I decided to ask it myself. The dates chosen from the date pickers will let Jane know the date range of your repeated shift schedule.
It’s also important to be cognizant of the date range as you will have the ability to easily override your shifts that currently exist within your schedule based on the date range that you’ve chosen.
Let’s show an example: If I were to proceed with saving the below Empty Shift Schedule, I am telling Jane to remove Zoey’s existing shifts between May 16 - May 22.❗
A good rule of thumb is: No Shifts = No Availability (Jane will override your existing shifts)❗
Do not click ‘Apply Shift Schedule’ unless you intend to override your shift schedule based on the date range that you’ve chosen.
What is the relation between the Days of the Week and my Date Range?
The days of the week displayed on the left-hand side represent the days that will be modified within the date range you’ve selected. The date order on the left-hand side is not intended to match the order of the dates chosen within the date picker on the right. Rather, this is your opportunity to add or remove shifts to “Sundays, Mondays, Tuesdays etc.” — those days of the week that fall within your date range.
In this quick example, I’m telling Jane to update all of my Mondays - Fridays in my existing shift schedule to 8 AM - 5 PM (between May 12th and Dec 31st), and I’m also telling Jane to remove all shifts from Sundays & Saturdays that fall within this date range as well.
Where can I access my shift settings?
Click into Jane’s handy icon bar, and you’ll find out! 🙂 You’ll have the option of selecting a room for your shift (which is viewable internal only), choosing your Booking Option, adding a note, and adding a Tag.
Why are my “Rooms” and “Tags” not showing up within the Icon bar window?
If you need to work with Rooms, or Tags (to limit treatment availability), you’ll need to ensure two things: 1. Your Advanced Scheduling is turned on first in order for these options to be available for you within the icon bar window; and, 2. You have created rooms to choose from.
To learn how to do this, you can click on the links above.
Account Owner or Full Access Required
How do I repeat my shift to other days of the week?
To the right of the shift, you’ll find a little square icon. When you click that, Jane will provide you with the option of copying the shift you’ve created to other days of the week as well. Click Copy Times to complete your action.
How do I apply my new shift schedule to multiple practitioners?
With the Manage Shifts tool open, check off the names of the staff members to the right-hand side. Jane will override those staff members’ existing shift schedules (within the date range you’ve chosen) to match the new shift schedule to the left.
I have a new staff member starting. I’d like their shifts to match an existing shift schedule I’ve already created. How do I do this?
From your schedule view, select your staff member’s name whose shifts you’d like copied. Ensure you are in your seven-day week view. If you aren’t, simply click “Week” or type the number “7” on your keyboard.
Then, open up Manage Shifts. Jane will know to bring up your selected staff member’s existing shifts. To apply this shift schedule to your new staff member, simply select their name on the left, exactly as we did above. 👆
3. Building on the Basics: Overriding Shift Availability & More! ✂️
Can I use Manage Shifts to change the frequency of my shifts (i.e., biweekly, etc.)?
The Manage Shifts tool does not have the option to specify the frequency of your shift schedule (i.e., biweekly) which means that if a shift is added it will be added weekly for the given date range. To learn more about creating a biweekly shift schedule, please visit our Edit Individual Shifts guide and scroll down to the last section.
How do I remove a single shift from one practitioner’s schedule?
In this case, we’d recommend using the Edit Individual Shifts** tool in Jane. Jump down to the “Remove Shifts**” section, and let us know if any questions come up!
How do I remove a single shift from multiple practitioner’s schedules?
Starting off in your schedule view, click the “+” to the right of each staff member’s name whose shift schedule you’d like to change.
Then, with your Manage Shifts tool open, you can make things super easy for yourself by setting your date range to the exact date you’d like removed from your staff member’s schedules. Then, just be sure that the weekday has no shift populated (if it does, hit the X). Finally, check off the staff members this change applies to and select Apply Shift Schedule.
🔴 Warning: There should be blue messages (i.e., “No Sundays available within the selected dates”) below each day on the left, except for the single day you’ve chosen in your date range. If not, then it’s a good sign that your date range is not set to just one day.
How do I remove multiple shifts from one practitioner’s schedule?
In this case, Jane’s Manage Shifts tool will get the job done faster.
Important first step: Select your staff member within your schedule view first.
Open up your Manage Shifts tool, set the date range to the exact dates you’d like removed, then be sure that there are no shifts populating to the left of your Manage Shifts window. If there are, simply click the X to remove them.
Here’s a fresh example after having removed all of my shifts to the left so that Zoey can go on holiday between December 25th and January 1st.
How do I override multiple shifts from multiple practitioners’ schedules?
Important first step: Hover your mouse over each staff member’s name in your schedule view whose shifts you’d like to override, and click the “+” to the right to select multiple staff members.
Now, with the Manage Shifts window open, you can select your date range in which you’d like your shift schedules removed, select your staff members from your staff list, and remove any shifts to the left. If your shift schedule is empty, then Jane will know to remove all existing shifts within the date range you’ve chosen.
💡 Note: Being the overprotective parents that we are, Jane would like to remind your clinic to be extra careful when selecting the date range here. Any shifts within this range will be removed so long as your shift schedule is empty.
In this example below, I am removing ALL EXISTING SHIFTS for Amy, Jonathan, and Zoey between December 25th and January 1st.
🔴 Warning: If you see no Shifts populated to the left of your Manage Shifts window, and you proceed by clicking “Apply Shift Schedule”, then you are overriding your existing schedule by removing all existing shifts between this date range.
Jane will open a pop-up box that says, “Please note: if you already have shifts created, continuing will override those shifts”.
Why haven’t my shifts populated in my schedule? I just created them in Manage Shifts, but they haven’t appeared.
Let’s give Jane a quick refresh. If you’re on a Mac, click Command+R on your keyboard as a quick keyboard shortcut. This will bring up those shifts you’ve just created.
Why haven’t any shifts populated in my Manage Shifts window? I know I have shifts scheduled on those dates, but they are not appearing.
There are two scenarios where shifts will not populate within your Manage Shifts window:
- No staff members were selected within your schedule view prior to opening the Manage Shifts tool;
- More than one staff member was selected within your schedule view prior to using Manage Shifts. Understandably, Jane cannot show corresponding shifts for more than one staff member for each day of the week.
If either of these two options are chosen, you’ll see an empty shift schedule:
🔴 Please be careful here as saving this window will override any existing shifts (by removing them) from your current shift schedule.
Why is Jane pulling shifts into my Manage Shifts Tool?
When we select a single practitioner from our schedule view, Jane will use your existing schedule to populate your Manage Shifts Date Range. That might be any number of days between 1-7.
⭐ Pro Tip #1: With one staff member selected in your schedule view, and with your Manage Shifts tool open, you can click the “N” on your keyboard to automatically change your date range to next week’s shift schedule. Or, click “P” on your keyboard to go to the staff member’s previous week’s shift schedule.
We’re full of tips today, so here’s another!
⭐ Pro Tip #2: With the Manage Shifts tool open, type number one on your keyboard, and Jane will populate your Date Range to the first Sunday you have in your Schedule View. Try typing number two all the way up to the number seven to see Jane automatically update the Date Range for you.
Help! My shifts have all disappeared. What happened, and how can I fix this?
Ack…It sounds like you may have saved a blank shift schedule using the Manage Shifts tool. When a blank shift schedule is saved, we are essentially telling Jane to override our existing shifts to match the new shift schedule (even if your new shift schedule is empty). Luckily, it’s quite simple to recreate your shift schedule using the Manage Shifts tool. You can visit our guide “Setting Up Shifts” to learn how. If you need any assistance with this, please do not hesitate to contact support. Our email is [email protected].
Why are my appointments displaying in a separate column from my shift?
This can happen when we accidentally apply a new Shift Schedule to the wrong Room. Let’s correct this together. First, click on the appointment and review the room it’s assigned to. In our below example, we can see the appointment is assigned to Room 1, whereas the shift is assigned to Room 2. I’ll need to update my shifts to Room 1.
Next, select the staff member within your schedule. Then, let’s open the Manage Shifts tool to update the room assignment by clicking on the icon bar. From there, you’ll have the option of selecting the correct room from the drop-down menu. Just be sure that the correct time frame is chosen before saving. Once saved, Jane will move all of the appointments into the updated shift. Easy peasy!
Note: If your appointment was booked in the wrong room, simply drag and drop your appointment into your new shift and Jane will automatically update the room.
How can I update my shifts so that they are ‘Bookable Online’?
First, let’s select our staff member to the left of the schedule, and ensure that we are in our 7-day view by selecting “Week”.
Then, let’s open up our Manage Shifts tool. To update your shifts to bookable online, click on the icon bar and select “Bookable Online”. Then just be sure that you’ve selected the correct time frame and practitioner, and proceed with saving your changes.
Why are some icons in my icon bar blue, while others are black?
Oooh yes, we’re glad you noticed. This is to help users know when a specific setting has been enabled.
- A blue monitor means the shift is bookable online.
- A blue phone means it’s been marked “contact to book.”
- A blue house means a room has been assigned to the shift.
- A blue pencil means a note is present on the shift.
- All black icons mean none of the above settings have been created just yet.
If you haven’t seen them already, we have a handful of guides to help you navigate your schedule and manage your shifts:
- Setting Up Shifts
- Setting the Schedule Grid
- Schedule Closing and Opening Time
- Step 5 - Schedule
- Front Desk Training - Chapter 1: Schedule
- Edit Individual Shifts
As always, we love hearing from you! If you have any questions or comments, don’t hesitate to get in touch.