Now that you've signed up with Bookwhen, it's time to get started with adding events to your schedule by creating your first entry!

This article covers:


Creating an entry

An entry can be one event or a recurring series. If you have many different events, you may wish to split them into separate entries to keep them organised.

Firstly, navigate to your Schedule tab and select Add a new entry.

You will then see the following six tabs:


Information

You can include important details about your event in this section.

Main Details

Title - The name of your event/series of events.  

Description - This appears in your event's 'details' section on your public page. It should inform your customer of the nature of the event you are running.

Attendee instructions - This appears in your event's 'instruction' section on your public page to inform your attendees of any additional information.

Event image - Use this section to add any images to your entry that will appear on your event on the public page.

Event Attachments - Upload one here, or choose an existing document from your attachments page.

Leaders - Assign a Leader to your entry.

Booking confirmation message

You can include text to be displayed to your booker after they have completed their booking. It will also be included in the confirmation email that Bookwhen sends, the booking confirmation page and the event reminder email.

Additional details

The Additional details section is located at the bottom of the Information section.

Tags - If you enter a tag to your entry, it will enable you to group entries together, filter your public pages and apply discounts to specific event types. Please note tags are not displayed publically on your booking page and are for internal use and filtering only.

Age range - If you input an age range in either months or years, this will appear publically on your entry in the following format, for example:

Gender restriction - If No restriction is selected, no restriction will show on your public entry.

Levels - The available advisory levels are currently Beginner, Intermediate and Advanced.


Location

This second section informs your attendees where your event will take place. 

You can choose a Physical location, an Online event location or No location.


To find your location, start typing the address in the search for location field. The Google maps integration will give you several possible options, which you can select by clicking on them.

If you can't find your address, you can manually select Enter address to enter the address fields. 

Decide whether you would like to show a map on your entry and enter any additional information your attendees might need to find your location before moving on to the next section.

Adding, changing and managing locations is explained further here.


Dates & Times

This third section is where you can determine the date, time and duration of your event(s).

Use the date selector to adjust the date, time, and duration. If your event is a recurring series, e.g. a class that takes place every Monday, you can select the checkbox - Is this a repeating event? 

This will open fields for you to select the frequency, day and duration of the repetition. Once you have completed these fields, your series will automatically populate the schedule.

It may be necessary to reschedule individual events in this series in the future. You can read more about this here.

You may restrict when an event becomes visible on the schedule by selecting Hide events in the future? checkbox. After selecting this, you can adjust how long the event will stay hidden and prevent customers from booking too far in advance.


Tickets & Costs

This fourth section is where you can create the required ticket(s) for your event. There are several options available:

Tickets

  • Ticket name, event size, details and cost

  • Restrict when this ticket will be available? - Set when the ticket will be available from and until. You can use this for early bird type tickets

  • Show this ticket? - Take the ticket offline by unselecting this option

  • Number of tickets available - Limit how many bookers can book of this type. Leave blank for no restriction

  • Course ticket? - A course ticket enables bookers to book all dates in this entry using this single ticket. The entry must have multiple dates/times and cannot continue forever

  • Group or family ticket? - Can multiple people be booked on a single ticket? This allows you to set a fixed cost for a group

  • Exclusive ticket - Customers can only book exclusive tickets in groups with access to this ticket

Payment options

  • Enforce online payment

  • Online/offline choice

  • Offline only

Booking options

This section allows you to restrict how many tickets can be booked in a single booking. For example, '1' prohibits purchasing to one attendee per booking.

Setting up tickets for your events is explained further here.


Booking form

In this fifth section, you can create a booking form that attendees will complete when making a booking. The form is split into three sections:

  • Booker details - details captured about the person making the booking

  • Attendee details - details captured about the individuals attending the event

  • Booking details - specific information needed concerning the event

- Understanding booking fields is explained further here

- Setting up booking forms for children's activities is explained further here.

- Adding an attachment to your booking form is explained further here.


More options

In this last section, you can set up a private password on the entry or delete the entry if needed.

Restrict Booking Access

Private booking password - Set a password that will restrict entering the booking process on this entry. This is useful for administering private events.

Delete Entry 

You can remove the entry you are working on and start again by selecting Delete this entry. This action may come in handy later if you cancel events or wish to tidy up your schedule page.


Once you are satisfied with your entry, select Save and view your entry on your Schedule page.

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Tags: Entry, event, createevent, activity, class, addclass, createclass, schedule, occasion

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