Courses are beneficial for those who want to offer a program of events with linked content.

An example of this could be a yoga training course where the attendee builds on their previously learnt skills each week. (For example, learning about yoga philosophy in week 1, breathing techniques in week 2, advanced poses in week three, etc.) and receiving a certificate showcasing what they have learned.

This article covers:


How to set up your course

Firstly, you will need to set up your entry in your schedule. If you need help with setting up an entry, please see here.

Once you have this setup, you can follow the steps outlined below:

  1. Select the entry within your schedule (if already set up), then Edit entry on the right-hand side of your schedule. Please select the Add a new entry button in the top right-hand corner of the schedule page (for those starting from scratch).

  2. After ensuring you've filled out the Information, Location, and Dates & Times sections correctly, head to the Tickets & Costs section.

  3. Fill in all relevant details for this ticket and select the Course ticket? checkbox.

Here's an example of setting up a course with all details filled in:

Once you have created your course, it will look like this on your public page:

The course appears under the first upcoming date, with the dates bunched together and 'Course' written in the title. When the first date of the event has passed, the course will move to the next upcoming date on both the public page and admin schedule.

To note:

  • You will not be allowed to set up a course if the recurring schedule is ongoing, so please ensure you have an end date.

  • A booker will book your course using the same process as any other ticket type. They select the course from your schedule and follow the checkout process.

  • An entry must have more than one event to create a course

  • Courses are transferrable! Please check out the article here on how to transfer tickets and the restrictions.

  • Course ticket costs are available on the Lite plan or above.


How to prorate your course

If you would like to offer your bookers the chance to join the course after it has started, you can add a discount for any past dates.

An example of this could be dividing the ticket cost of the course by the number of weeks.

For example (as shown below) the overall ticket cost is £50 and the course is four weeks long. So 50/4 = £12.50.

You would then add this to the Discount past dates box:

We have a great help article here that provides further information on setting this up.


Adding drop-in tickets to your course

You may want to give your bookers the chance to buy drop-in tickets for the course. You would set up a new ticket option alongside your course within the same entry.

Head to the Tickets & Costs section and select the green Add another ticket type button:

Once you have set up a new drop-in or 'single' ticket option, two options will be available to book for that event; a drop-in ticket and the entire course ticket:

After you add a drop-in ticket, your course dates will appear individually on your schedule, as each date will be available to book as a separate ticket, not just as a part of the whole course:


Course booking confirmation and reminder emails

Once a booker has booked a course, they will receive a confirmation email that clearly shows the course dates/times, booking reference, cost, and location.

If the booker sets up a password when prompted upon first booking with you, they can select the green View booking button in the email and view their booking on the Bookwhen system.

If your booker has booked a drop-in ticket rather than the entire course, they will receive a booking confirmation and reminder email (if enabled) for one event.

You can customise your booking confirmation email if you wish. Please read our article here on how to do this. Please be aware the system will also apply any changes to your booking confirmation to your reminder emails as the booking confirmation message appears in both.


How to set up your course for a live online event

Once you have set up your course in your schedule, you will need to ensure you fully integrate your account with Zoom and set the location for your course to 'Zoom Online'. You can read more about how to do this here.

When bookers book a course, they will receive a booking confirmation with the course details and links to view the Zoom joining details.

When they select the blue View Zoom event button next to each event in the course series, they will see the joining details for that particular event. Each event will have a different Zoom ID.


Updating single events within a course series

Suppose you want to set one event in your course to be held online, with the rest in a physical location or change the capacity of one event in the course only.

Select the date from your schedule, then the drop-down arrow next to Edit entry, then Event specific information:

From here, you can update the location and change the event size for this event. Any changes here will not affect other dates within the course series.


Expanding course dates for editing

If your course has course-only tickets (and shows under one entry on the next upcoming date), you can expand the course to edit the single event dates.

Select Filter items in the top right-hand corner of your schedule:

Then Expand courses:

All dates will then appear below for you to select and edit as you wish:


Adding pre-recorded content to your course

Suppose you'd like to add a piece of pre-recorded content to your course so your bookers can watch a new video each week. In that case, you will need to select Event specific information and assign a video to the single event from either Vimeo or Youtube.

You can also choose whether you would like to have this content appear only for the duration of the event or indefinitely. By checking the Allow ongoing access after event? checkbox, you permit bookers to view the video forever.


Rescheduling a course date with bookings

You can move a single date in a course over to another date and time without affecting your bookings. You can do this by selecting the small attendee 👪 button next to the date you wish to change:

You will then see your attendance register for that single event. Select the Options drop-down arrow and select Change event date/time:

This change will appear on your schedule when you have selected a new date/time. Please be aware the system will not notify your attendees, so you will need to update them on the change of time/date. Read how to do that here.


How waiting lists work on a course

You can set up a waiting list for your course like any other event (if on the Standard plan or above). Please see here to ensure you have enabled waiting lists and read more about how they work.

Bookers can join a fully booked course as long as the waiting list is enabled. Once they have joined, they receive an email notifying them of this and their place on the waiting list.

To note:

  • When bookers sign up for the waiting list on a course date, they only sign up for notifications of available spaces on that date.

  • If a space becomes available before that date passes, the system notifies them of any available course or single tickets associated with that date.

  • If the date they have signed up for passes, they will not receive any notification of spaces on subsequent dates.


Alongside our article above, we also have a great help video on our Youtube channel here, which briefly explains how to create and replicate courses.

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