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How to Set Up Clinic-Wide Online Booking Settings

  1. Online Booking
  2. How to Set Up Clinic-Wide Online Booking Settings

    3. 6 min read
    Practice Plan Thrive Plan
Staff Access Level: Full Access and above
Jane Plan: Practice, Thrive, and Legacy Plans
Add-on Required: No
Geography: 🌐 All regions

Once online booking is enabled, you can update clinic-wide settings that control how patients experience booking, cancelling, and rescheduling. This guide walks you through each section available under Settings > Online Booking

At the top of the page, checkboxes control which locations, disciplines, treatments, and staff members appear on your online booking site. Enable or disable individual items to control what patients can see and book.

đŸ©” Jane Tip: To set up payment rules for online booking, see our guide on Collecting Payments During Online Booking.

Booking, Cancelling, and Relationships

Update the following settings as needed, then click Save:

  • Allow same day booking: When on, patients can book same-day appointments online. When off, only clinic staff can create same-day bookings.
  • Do not allow booking within: Sets how much notice patients must give when booking online. For example, if set to 4 hours, patients can only book at least 4 hours in advance.
  • Show openings within unallowed period as “Contact to Book”: When on, restricted time slots show as “Contact to Book.” When off, those slots are hidden.
  • Late Cancellation Period: Sets the minimum notice required for an on-time cancellation. Patients can cancel from their My Account page only outside this period. Within it, they are prompted to call the clinic.
  • Allow cancellations: When on, patients can cancel and reschedule from their My Account page outside the late cancellation period. When off, patients must contact the clinic to cancel.
  • Upcoming appointments limit: Sets the maximum number of upcoming appointments a patient can book online. Choose No Limit to allow unlimited bookings.
  • Allow patients to add related profiles: When on, patients can create a profile for a family member during online booking.
  • Prompt patients for additional info after booking online: When on, patients see a custom prompt question after completing their booking.

Display Preferences

Update the following settings as needed, then click Save:

  • Book by Treatment: When on, patients can browse availability by treatment and book with any available staff member.
  • Book by Staff Member: When on, patients can choose a specific staff member during online booking.
  • Browse by Month: When on, patients can browse available times by month.
  • Display Phone Number: When on, your clinic phone number appears on the online booking site, in “Contact to Book” messages, and on invoices, receipts, and printed documents.
  • Display Email Address: When on, your clinic email address appears in the same locations as above.
  • Patient’s Preferred Time Zone: When on, patients can select a preferred time zone, which affects wait list requests, upcoming and past appointments, and email communications.
  • Meta description: Enter a short description of your clinic. This may appear in Google search results and social media shares.
  • Practitioner order: Sets the order practitioners appear on your online booking page. Choose from Alphabetical, Random or Most Available.
  • Marketing Emails Opt In: Sets the opt-in message patients see during online booking. Edit this text to match your clinic’s voice and clearly explain that patients agree to receive marketing emails in line with anti-spam rules.

Patient Sign In Settings

  • Sign In with Google: When enabled, staff and patients can sign in to Jane using their Google account. Click Save after enabling or disabling.

Self Check-in

Self check-in allows patients to check in for their appointment using their own device. Patients confirm their identity using their mobile phone number, email address, or username and password. Once a patient checks in, their appointment on the schedule changes to light green.

Click View Signage to access your clinic’s printable check-in signage, which includes a QR code patients can scan to begin the check-in process.

📣 Heads up: Self check-in is available on the Thrive plan only. See our guide on Enabling Patient Self Check-In for full setup steps.

What to Expect

Changes to clinic-wide settings take effect immediately after saving. Updates to what’s available to book online, display preferences, and booking rules apply to all new online bookings going forward.

Important Notes

  • These are clinic-wide settings and cannot be customized per practitioner.
  • Payment rules apply to patients booking through the online booking site only. Staff-booked appointments are not affected.
  • If your availability isn’t displaying as expected after updating these settings, see our guide on Why Isn’t My Availability Displaying Online? A Troubleshooting Guide.

That’s everything you need to get your clinic-wide online booking settings set up.