Bookwhen allows you to set a specific joining link for each event. Your bookers can access the information via their booking confirmation email or by logging into their Bookwhen account if they have previously created a password.

The link to the private information is authenticated, meaning non-attendees won't have access to any information entered if the link is shared with them.

This feature is helpful for several purposes, especially for Online Event joining instructions for services such as Microsoft Teams, Google Meet, Facebook Live and YouTube Live. We have specific integrations for Zoom or Jitsi,

This article covers:


Setting private joining information for each event

First off, you'll want to Add a new entry if you're creating a new class or select Edit entry on an existing one.

Update your Location

Make sure to set your location to an online event in your entry settings. Give it a name like "Facebook Live", for example.

  1. Once you've updated your location, you can select Save & Exit

  2. Select an event in your schedule

  3. Select the down arrow next to the Edit entry button

  4. Select Add online joining details and add your private info (e.g. Facebook live streaming link).

  5. You can repeat this for any date/time in your schedule. The change won't apply across the entire entry; it's unique to every date/time.


How bookers/attendees can view their joining instructions

  1. Open their Booking Confirmation email

  2. Select View online event 

  3. This will open up the event page, including private event information.

💡 To note: It doesn't matter if you add your joining instructions to the event after people book, as selecting View online event will always take your bookers to the latest information. So, conceivably, you could add your joining instructions as late as 15/20 minutes before your online class begins. We include the View online event button in all booking emails, provided you've set your location as a 'No map - online event'.


Viewing your online event

You can view your online event page, including any joining instructions, from your schedule page. Select the relevant date/time and Online event. This button will only appear if you've set your location as 'No map - online event'. 

Return to the top

Did this answer your question?