Now that we’re feeling comfortable navigating the schedule and booking appointments, we can learn how to book repeat appointments, and how to reschedule appointments— in case one of our patients can no longer make it, or change their mind.
💡Jane tip: We recommend heading over to Jane’s Demo Clinic to practice as you learn! Contact us to request the password or check out the Facebook community group where the password is posted each week.
Booking repeat appointments
In our next video, we cover how you can quickly re-book a patient for their next appointment using the copy and paste tools, and how to set up appointments that repeat automatically at regular intervals.
Note: Speed up or slow down the video speed using the ⚙️ button inside the video player!
When you click Copy, Jane duplicates the appointment — so you don’t have to re-enter the details. You’re creating a new appointment, not changing the original.
Rescheduling a treatment or session
Sometimes a patient needs to move their appointment to a new time or even a different provider. Here are two easy ways to reschedule:
Option 1: Drag and drop
Great for moving an appointment within the same week — or to a different staff member at the same time.
Click and hold the appointment.
Drag it to the new time or Shift.
Release — and you’re done!
Option 2: Using the Move button
This second method is for when the appointment is being rescheduled to a different week or month. To use the move tool, click on the appointment to open up the appointment panel. Next, click on the Move button.
You’ll be redirected back to the schedule page, except a little notice will appear on the top of the page, letting you know there is a specific appointment that is currently being moved.
Navigate to the new date within the schedule and click on the start time of the appointment. Jane will give you the option of just confirming the change or sending out a notification to the client or patient of the updated time of their appointment.
Note📍: You will only see the option to Move appointments that haven’t been marked as “Arrived”.
Cancelling appointments
Appointment cancellations happen for a variety of reasons. If you have an appointment on the schedule that you need to cancel, this can be done right inside the Appointment panel.
To cancel an appointment:
Open the appointment.
Click Cancel/Delete > Cancel Appointment.
Choose a cancellation reason.
To manage how cancelled or deleted appointments appear:
Go to Schedule Settings (⚙️).
Toggle on/off Cancelled appointments.
More details: Cancelling Appointments | Late Cancellations
Practice drill
Time to try these workflows in our Demo Clinic environment!
Instructions:
First, let’s rebook an appointment using the Copy button.
Find an appointment in the Schedule. Inside the Appointment panel, click the Copy button below Booking Info.
An orange message will appear at the top of the page to let us know we are in copy mode. If we hit this button by accident we can also click the orange “Cancel Copy” button on the top right.
To finish copying, click any available spot in the schedule. A green message will appear to let us know this was successful and we will now see our copied appointment in our selected spot. This will copy over all of the details for this appointment.
Next, choose any unarrived appointment from the Schedule. Underneath Booking Info, click on the Cancel/Delete button.
Select one of the Cancellation reasons or Delete this appointment. Remember that Cancelling an appointment notifies the patient, while Deleting does not. (Jane Tip! Don’t forget you can quickly view cancelled or deleted appointments in your schedule by clicking on the cog wheel icon in the bottom right and togging those on.)
Bravo!
💡Jane Tip: You can set custom fees for late cancellations and no-shows. Add as many options as you need — flat fee, percentage, or full price. Learn more
Using the Wait List
Managing a practitioner’s wait list in Jane is easy and painless. WJane’s Wait List is built right into the schedule. It’s simple to access and helps your team stay on top of patient needs. Watch the video to see Jane’s Wait List in action:
💡Jane Tip: It’s often handy to add a note to a patient’s wait list request so other staff in the clinic know what’s going on.
If you’d like to learn more, you can head on over to our Hub guide on all things Wait List Management.
Double Book Appointments:
Need to squeeze someone in? Jane allows staff to double book with the keyboard shortcut, typing “D”. This allows staff members to double book appointments on the schedule, but will not allow patients to double book online.
This feature is popular with practitioners who rotate between treatment rooms, such as physiotherapists, acupuncturists, and chiropractors.
Watch how to create a double booking on the schedule in the video below:
Note📍: You will need to be logged in under a Full Access account to access the Schedule Settings.
Practice drill
Time to try Double Booking out in our Demo Clinic!
Instructions:
Head over to the Schedule and choose a practitioner from the list. Click on their name to bring up only their shifts.
Hit the D key on your keyboard. You will notice all existing appointments will shift over to the left, creating space to book adjacent appointments on the right.
Click any open spot to add a booking. Complete the booking with whatever patient and treatment type you’d like.
When you’re finished booking the appointment, click the D key again to return back to the regular schedule mode.
Fantastic job!
Before we move onto the next chapter, complete this short quiz to test your knowledge.
Ready to move on? Let’s see what’s up next, in Chapter 3.
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