Tropical Leaves

Jane Platform Guide

Managing Family Profiles

How to Set Up Family Members

1) When Creating a Profile Online
When you create a profile at a clinic, Jane will ask if you will be using this account to book on behalf of family members as well.

If the answer is yes, Jane will then ask for the family member’s relationship to you, as well as the family member’s first name, last name, and email.

Next, Jane will ask if you would like to grant permission for this family member to use your credit card(s) on file, (note you will only have this option if the clinic is set up with Jane Payments).

If you would like to give permission, you just need to check off the following box

Family at a Beach

If you would like to add some more profiles, you can click the Add Another Family Member button.

Once you’ve added all of your family members, you can press Continue to start booking some appointments for the family.

2) Through the My Account Page / Patient Portal
If you already have an account and would like to add some family members to your profile, you can do so by logging in to the online booking site and then heading to your My Account page.

From your My Account area, you can click on the Family Members tab.

From here, you can:

1) Add a new family member.

2) Edit the permissions you’ve shared with current family members.


One thing to note is that you can edit the permissions you’ve granted their family members in this area, but you can’t view or edit the permissions you’ve received from your family members.

Online Booking

Booking an Appointment For a Family Member

The work flow for booking an appointment on behalf of a family member is just like a patient booking an appointment for themselves.

The only difference is when they select an appointment time and press the Complete Booking button, Jane will then ask who they are booking the appointment for.

Jane will list all family members (including the patient) in the patient’s drop down

A patient can also book multiple appointments at once for the whole family!

A handy way to do so is by using the Book More button before confirming their first booking.

Managing Family Members from the Patient Profile

How to Set Up Family Members (3 Ways)

1) Administratively - From the Patient’s Profile
You can set up relationships in Jane for your patients in their Patient Profiles regardless of whether you are using Jane Payments.

If you have existing patients at your clinic that would like to be set up as family members on your account to receive Appointment or Financial Emails, you’ll need to do this for them (they can’t do this themselves).

For a reminder on how to set these up, wander over to our guide on Patient Relationships.

From a patient’s profile, you can manage the permissions that they’ve granted a family member as well as manage the permissions that family member has granted to your patient.

To manage the permissions granted in a relationship, you can click on the pencil icon beside the relationship

Jane will display a relationship panel that allows you to:

1) Edit the family member’s relationship to the patient.

2) Edit the patient’s relationship to the family member.

3) Edit the permissions the patient has granted their family member.

4) Edit the permissions the family member has granted the patient.

3) Through a Patient’s My Account Page/ Patient Portal (Existing Patient)

If an existing patient would like to add some family members to their profile, they can do so by logging in to your online booking site and then heading to their My Account page.

From their My Account area, they can click on the Family Members tab.

From here, the patient can:

1) Add a new family member.

2) Edit the permissions they’ve shared with current family members.

One thing to note is that a patient can edit the permissions they’ve granted their family members in this area, but they can’t view or edit the permissions they’ve received from their family members.

2) When a New Patient Creates a Profile Online

When a new patient creates a profile at your clinic, Jane will ask them if they will be using the account to book for family members.

If the answer is yes, Jane will then ask for the family member’s relationship to the patient as well as the family member’s first name, last name, and email.

Next, Jane will ask if the patient would like to grant permission for this individual to use their credit card(s) on file.

If your patient would like to add some more profiles, they can click the Add Another Family Member button.

Once your patient has added all of their family members, they can press Continue to start booking some appointments for the family.

Patients can grant different permissions to their family members:
1) Allow family members to use their credit cards on file.
2) Share a copy of their receipts, statements, and financial emails.
3) Share a copy of their email notifications and reminders.
4) Manage their online bookings and complete their intake forms.
5) Publish their appointments for their family member’s calendar subscriptions.
Your patient can share access to their credit cards directly from their account:

Payments with Shared Credit Cards

This is best learnt through an example:

Say Owen has set up a relationship with his wife Addison and he has granted her permission to use his card(s) on file.

When you check out Addison, you’ll see Owen’s cards saved on file listed as a payment options.

Please note that you will only see Owen’s cards on file when checking out Addison. Owen’s cards will not be listed in Addison’s Billing > Credit Cards area.

If Owen has multiple cards saved on file, you can give them all nicknames to make it easier to differentiate between the cards.

You can assign nicknames to patient credit cards from their Profile > Billing > Credit Cards > View area.

You can also color-code your patient credit cards in this area!