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You can find all bookings where your bookers have reached at least the checkout stage in the Bookings tab in the left-hand menu:


The Search field box is where you can search all attendee and booking form data, e.g. name, email, address, and phone number, for the text you enter.

You can use uppercase for all booking references in the box to perform a faster search. When searching in uppercase, such as KWJYJ, the system ignores other search parameters such as Start date, Complete/Checkout/Cancelled/Owed, Entries filter, etc. If no booking exists for, e.g. KWJYJ, then the search happens as usual.

The Entries box allows you to select specific entries to see bookings made for the events they contain.

The Tags box allows you to select created tags to display all entries with that tag.

The Start date/time box defaults to today's date, so be sure to adjust if you are looking for an event in the past).

The End date/time box determines the end date of the search.


Attendance status filters

By default, the Bookings page displays 'completed' bookings only. You can tick/untick boxes to display Cancelled and Checkout bookings simultaneously or independently.

✨ You can learn more about booking statuses here.

Owes - This checkbox limits your search to those who do not yet have a payment recorded for their booking or bookings that may be due for a refund.


Options

Using the Options drop-down box, you can also:

Reset search criteria - Start your search again

View email list - See a list of booker and attendee email addresses matching your current selection criteria.

Export attendances/bookings (CSV) - Keep reading below 👇


Reporting/exports

Export attendances - Produce a .csv file (opened with Microsoft Excel, Google Sheets, or similar) containing all attendances relating to your selected search criteria.

Export bookings - Produce a .csv file containing all bookings related to your selected search criteria.

✨ You can also use the export option from the Customers tab for pass reporting as described here.

💡 To note: There may be occasions where you see a discrepancy in an entry showing against the wrong schedule page in the report. This happens because baskets per account can be shared across multiple schedule pages. The schedule page in the export is the one from which the booking checkout started, meaning these particular bookers have gone to one schedule page, added a ticket to their basket, gone to another schedule page and added a schedule page to their basket, and so forth. Then proceeded to checkout.


If you have any schedule pages showing that you deleted, the system maintains the booking data to preserve a correct audit trail. Meaning that although you deleted the schedule page, the 'bookings' were preserved.

Free tickets and pass redemptions

If you list any free tickets or have a pass/membership offer where bookers can redeem their uses over a time period, the area where the 'paid' status shows will be empty to reflect the free price or redemption.

Dashboard view:

Bookings search view:

💡 To note if you notice a discrepancy in invoice number on your report:

As checkout bookings can get to the payment step, Bookwhen builds an invoice, however, if the booker doesn't complete payment and the reservation period times end; 5 days later, Bookwhen automatically deletes the bookings (meaning that their invoice numbers would disappear too). Whilst they still existed for those 5 days, other bookings could be completed with payment, so their invoice number would be taken from the last booking (which could be a checkout booking) and incremented by 1.

For example:

  • Checkout booking invoice reference number: 00567

  • The system deletes this reference number due to incomplete payment/booking

  • Within the 5-day period, you take two more bookings, generating invoice numbers: 00568 and 00569

  • You may find a missing number in your list (00567), which is the deleted checkout booking.


✨ If you have any questions, please get in touch with the support team via live chat or email at support@bookwhen.com


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