If you’re looking for more on Jane’s Wait List features, like sending Wait List Notifications, you can hop on over to this page!
Here are some of the basics of Wait Lists in Jane!
- Adding, Viewing, Editing, or Removing clients from the Wait List
- Booking a Wait List client (for those not using Wait List Notifications)
- The Wait List Report
- Additional Notes
Adding Clients to the Wait List
To open up each practitioner’s Wait List, you can either click the Wait List button on the top right side of the Schedule, or you can click the little numbered bubble next to their (or your!) name.
If there are already clients added to the Wait List, the bubble will be orange and show how many clients are waiting. Once clicked, the Wait List will slide down under each practitioner so you can view any clients on there or + Add a new one!
💡 Fun Fact: the Wait List is arranged to show clients who have been waiting the longest at the top and any newly added clients at the bottom!
Once you’ve clicked + Add, the Wait List panel will appear on the right of the screen where you can add a client and their preferred appointment type and availability.
By default, clients’ availability will be set for all of the day you add them on. You can update the times, date range, and days they’re available under the Availability section of the panel. If the client is available any time for a week or a month, you can use the “Anytime for a Week” or “Anytime for a Month” buttons to set their availability in a single click.
It’s also often handy to add a note to a client’s Wait List request so other staff in the clinic know what’s going on.
When all of the information has been entered into the panel, click “Save”.
Fun Fact: You can let clients add themselves to the Wait List in your Settings under the Wait List tab!
Editing Wait List Clients
You can change a Wait List client’s preferences and availability at any time by clicking on their name on the Wait List and using the Edit button once the Wait List panel has opened.
Removing Wait List Clients
To remove a client from the Wait List, you can click on their name and use the Remove button once the Wait List panel has opened.
Booking Wait List Clients
If you’re using the Thrive or Legacy plan, Check out Jane’s Wait List Notifications! Otherwise, here’s how you can book your client’s from the Wait List:
First, open up the Wait List and scan the client’s time availability. Jane will only show Wait List clients on the days that they are available. When you find someone who might be available to fill an opening, you can click on their name to open up the Wait List panel.
Here, you’ll find their contact info, availability, and requested treatment. Towards the bottom of the panel, you will see the “Book”, “Edit” and “Remove” buttons.
You can click on the Book button and then click on an empty time slot in the schedule to drop the Wait List client in. You will see an alert saying that the appointment has been booked and you’ll have the option to leave the client on the waitlist or remove them:
If you receive an error, double-check that the time slot you’ve chosen doesn’t overlap with an existing appointment.
The Wait List Report
Curious to see who’s on the waitlist for specific days? We’ve got a report for that!
To start, you’ll want to head over to the Reports tab and then click on Wait List within the left sidebar menu.
There are a number of filters at the top of the page you can use to help narrow down the data:
- Staff Member: The practitioner they’re on the waitlist for. Staff with Practitioner Front Desk or Limited access will only be able to view their own waitlist data. Users with Administrative / All Billing Access or higher can view the entire clinic’s waitlist.
- Created Date: This would be the date that the client added themselves, not the date they’re requesting.
- Location: If you have multiple locations, you can narrow this down based on where they’re requesting the visit.
Pro-tip 💡: While there isn’t a way to filter this report to a specific patient, you can use your browser’s search function (CMD + F for Mac and CTRL + F for PCs) to highlight a patient’s name anytime it appears on the page. So if you’re looking to see the days a patient is waitlisted for, you can use your browser’s search function to find their name and look to the column on the right to see which days they’re on the waitlist for.
If you need to export the Wait List, you can head over to the Reports tab and select Wait List within the left sidebar menu. Next, you’ll want to click on the three horizontal black dots and select either Print, Export to Excel or CSV.
Additional Notes & FAQ
How can I adjust the waitlist availability?
Whether it’s a patient adding themselves to the waitlist or a staff member, they will always be able to select any day of the week (Monday to Sunday), but the hours they can select are based on the clinic’s opening and closing times, which are set up in the Settings tab > Schedule Settings.
Currently, Jane does not have the ability to customize the available times when selecting the desired time for the waitlist request. The hours offered do not vary based on scheduled shifts or working hours of the specific staff member for whom they are creating a waitlist.
To allow clients and patients to add themselves on to the waitlist, a Full Access user can head over to the Settings tab and click on Waitlists in the left sidebar menu. Next, you’ll want to make sure that Allow Patients to add Wait List requests is toggled on:
This will allow clients and patients to input their waitlist preferences on your online booking site.
To add or view a waitlist request, clients and patients can click on Upcoming Appointments in the left sidebar menu and then on Add a Waitlist Request in their My Account portal:
Here’s a link to our guide on Waitlist Notifications: Client Experience which has more detailed information on what it looks like on their end of things.
NOTE 📍: When a client adds themself to the waitlist the clinic will not be notified or sent an alert, however, you can review the practitioner’s waitlist from the Schedule tab.
Let us know if you have any additional questions, our support team would be happy to help 💙