There are 5 basic steps required to get your Jane account up and running:

Set Up	Task Complete
Clinic Information	🥳
Disciplines	🥳
Treatments	🥳
Staff	✍️
Schedule	☐

Set Up Step 4: Staff

Now that you have finished setting up your Disciplines and Treatments, let’s create profiles to get your Staff Members set up!

To add and onboard a new provider, therapist, clinician, or admin, head to the Staff tab in the top menu and select New Staff Member:

You’ll want to create a new Staff Profile for each staff member at your practice. This includes each practitioner, administrative staff member, accountant, bookkeeper, or anyone who you would like to have access to your account.

Watch this quick video to learn some important details on setting up staff members:

Note: Speed up or slow down the video speed using the ⚙️ button inside the video player!

Edit the profile

Discipline Opt In!

This step is very important for practitioners as it’s required before you can set up their schedule. When setting up each practitioner profile, you’ll need to assign the staff member to the discipline type they offer.

To do this, navigate to the Staff tab, and select a staff member on the left. Click into Edit/Settings. Under the last name field, you’ll see your discipline(s) listed. Just check off the applicable discipline(s) and click Save to finish.

If they’re an administrative staff member, don’t select a discipline — you can leave this section blank, and Jane will recognize they’re not a practitioner.

Once the staff member is opted into a Discipline, they’ll be visible within the left sidebar menu of the schedule or calendar. For staff to be able to access their account and the schedule, you’ll want to send them a Welcome Email from their Staff Profile. This allows them to set up their username and password to access the Jane account and schedule.

Treatments, Classes & Group Appointments

Wondering how to add shared sessions or treatments to a new staff member’s profile? Once a staff member is opted into a discipline, any shared treatments within that discipline will automatically be added as part of their offerings. The staff member has the option of toggling on or off the shared treatments that they don’t offer.

When you click on Treatments, Classes & Group Appointments within their Staff Profile, Jane will show two different sections: My Treatments are treatments assigned specifically to that staff member and Shared Treatments are treatments offered by multiple staff within the same discipline.

If some Shared Treatments are missing from the staff member’s profile or when you try to book an appointment on the schedule, there are two areas you can check.

1. Check the Discipline a Staff Member is Opted into

Click on Edit/Settings within their Staff Profile and ensure they’re opted into the correct Discipline.

2. Update Treatment Settings

A staff member with Administrative/All Billing Access or higher can head over to the Settings tab, click on Treatments, Classes & Group Appointments, and click Edit to the right of the treatment that isn’t appearing within the Staff Member’s profile.

From there, you can scroll down to the Staff & Discipline section and ensure that the Discipline matches the one the staff member is opted into.

The staff assignment has an impact on who can provide this offering and how Jane displays the treatment when booking appointments. Here’s the difference between the two settings:

• No Staff (Shared Treatment): This means that any staff member who opted into this the same Discipline that the treatment is assigned to can provide this offering. These treatments will be listed under the My Treatments section within the Treatments, Classes & Group Appointments area of their Staff Profile.

• Assigned Staff: If you’re seeing a staff member’s name here, this means that this is a treatment or session that only they offer. These treatments will be listed within the Shared Treatments section within the Treatments, Classes & Group Appointments area of their Staff Profile.

For more details on how these settings impact the visibility of a staff member’s treatment offerings, you can check out our Setting up Treatments.

Permissions & Commissions - When you set up your staff members for the first time, you will be able to set a base level of access in their “Permissions and Commissions” area. Learn about the different levels of access available for staff accounts in the following guide: Staff Access Levels

Welcome Email - Once you have entered all of the staff member’s information, including their email address, you can hit Save & Send Welcome Email to create the new profile and send them the Welcome Email so they can set up their username. If you just hit Save, no worries. In the newly created staff profile, you’ll want to click the Send Welcome Email button on the right side of the profile page.

Note📝: We recommend staff set a unique phrase or word as their username instead of an email address (i.e. zoey.swift). This helps ensure later on that when the email is changed, staff won’t experience any issues with accessing their accounts.

Just a note that it’s not possible to change or create a username for another staff member. Each staff member will set up their own username and password when they receive their Welcome Email.

Staff Profile Set Up Tip

Personalize Staff Member’s Settings: Staff profiles can be set up to reflect the unique way that each staff member wants to interact with Jane. We’ve got all the details on creating a new staff profile available in this handy guide document: Click here for a full overview of the Staff Profile Settings.

👏Nothing can stop you now! You’ve completed account set up Step 4. Next up, setting up the schedule.

Head on over to your account and mark step 4 as complete. Let’s make our way to the finish line in Step 5.