Now that you’ve signed up with Bookwhen it’s time to get started on creating your first entry!

Creating an entry is the first step to adding events to your schedule. An entry can be one event or a recurring series. If you have many different types of events you may wish to split them into different entries to keep them organised.

To create an entry, navigate to the schedule tab and click on the add a new entry button.


The first part of the entry you will be asked to complete contains important details about your event -

Main Details

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

Description - this will appear in the ‘details’ section of your event on your public page. It should inform your customer of the nature of the event you are running. 

Location / Address - you can add a location from the entry creation screen by clicking on the drop-down box, or you can use the locations page.

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

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 types of event.

Post Booking Information

Additional details - You can include text to be displayed to your customer after they have completed their booking, it will also be included in the confirmation email that Bookwhen sends. This could include equipment that attendees need to bring or preparation they should undertake before arriving. 

Dates & times

This is where you determine when your event(s) will take place -

Using the date selector, choose a date, time and duration for your first event.

When 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 where you can 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 edit 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 clicking on the hide events in the future? check box. After selecting this you can adjust how long the event will stay hidden for and prevent customers from booking too far in advance.

Tickets & costs

You can read more about setting up tickets for your events here

Booking form

You can read more about setting up forms to collect customer information here.

More options

Here you can set up a private password or delete the entry.

Restrict Booking Access

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

Delete Entry 

By clicking on View deletion information and then Delete this entry you can remove the entry you are working on and start again. This may come in handy later when you edit an entry, if you cancel events or simply wish to tidy up your schedule page.

Once you are satisfied with your entry click on save changes and view your entry on your Schedule page.

You might also want to read our help article on the Best practises for managing entries to understand what to think about when populating your schedule. 

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