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 the following sections:
Creating an entry
Firstly, navigate to your Schedule tab and select Add a new entry.
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 separate entries to keep them organised.
You will then be presented with six sections, the first being Information. Where you can include important details about your event:
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.
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.
Booking confirmation message
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, as well as the booking confirmation page and the event reminder email.
This second section is where you can inform 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 to type 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 here you can click on Enter address manually to enter the address fields yourself.
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 as needed. 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 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 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 clicking on the Hide events in the future? check box. 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:
Ticket name, details and cost
Restrict when this ticket will be available? - Set when the ticket will be available from and until. This can be used for early bird type tickets
Show this ticket? - Take the ticket offline by unselecting this option
Number of tickets available - Limit how many tickets of this type can be booked. Leave blank for no restriction
Course ticket? - A course ticket enables people 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
Enforce online payment
In this section, you can restrict how many tickets can be booked in a single booking. For example, 1 to restrict to one attendee per booking.
Setting up tickets for your events is explained further here.
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 in relation to 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.
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.
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.
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