Bookwhen is built for events, but you can also use it to offer access to online content, courses, or products that don’t run on set dates or times. This article explains how to set up non-time-specific entries so customers can buy when it suits them.
💡 To note: Your customers can make multiple bookings on an entry using the same 'booker' email:
But not the same attendee email.
For this reason, we recommend removing the attendee email booking form field and keeping only the booker email field (so that attendees can purchase it more than once if needed).
Permanent items
For "permanent" products, such as physical items or content you sell year-round, we recommend creating an event set as 'All day' for 365 days.
For example: If you set the event to start on 1st January 2021, it will appear at the top of your schedule (starting from the first day of the year) and remain there until the end of the year. The event will only disappear after its duration ends.
To do this:
Select Scheduling from the left-hand menu on your account.
To create a new entry, select the Create an entry button, or select an existing entry from your scheduling list, then Edit entry to open the settings.
Select the Dates & Times tab, then when adding a date/time to the entry, tick the All day event checkbox.
Add a Start date and enter the duration (e.g., "365") under the Duration (in days) field:
Complete the relevant information throughout the entry settings, and ensure you select Save & Exit to save the entry to your schedule.
Example
Example of how a 365-day entry appears on your public booking page:
All day events
You can set your event duration in days, which is helpful for events that last an entire day or span multiple days.
To do this:
Select Scheduling from the left-hand menu on your account.
To create a new entry, select the Create an entry button, or select an existing entry from your scheduling list, then Edit entry to open the settings.
Select the Dates & Times tab within your entry setup and when adding a new date/time, tick the All day event checkbox:
Select the Start date and add the event duration under Duration (in days).
For example, entering "1" will display the event as "1 day" without a specific start time.
If needed, you can include additional details, such as start and end times, under the Information tab of your entry. Once completed, select Save & Exit to save your entry settings.
Time-limited access
If you're selling online video content, you might want to limit customer access to a specific period, such as 10 days. To do this, you'll need to set the event duration to match the access period.
As the event will disappear once it's over, you can set it to repeat at intervals that match the access period. For example, if access lasts 10 days, create an event that repeats every 10 days.
In the screenshot below, the event is set to repeat every 10 days:
The default value in the Repeat until field is 5, so remember to adjust this if you’d like the event to repeat for a longer period.
Example
This is how it appears on your public booking page:
Adding private information or content
With our YouTube and Vimeo integrations, customers can access your videos using a private link. By default, this access expires when the event ends; however, you can set it to be indefinite.
To do this:
Select the event, the drop-down menu next to Edit entry, then Assign videos to this event:
Once the settings open, select the During and after the event checkbox:
Then select Save changes.
Registering interest for 1:1 events
If you'd like to connect with your customers before they book, you can create a non-time-specific event with the following setup:
A no-cost ticket.
Clear event descriptions and booking confirmation messages explaining that this isn't an actual event booking. For example, let customers know you'll contact them to finalise their 1:1 session.
Customised booking form fields to collect relevant details and preferences.
As the admin, you'll receive a copy of the booking confirmation email, allowing you to follow up and discuss their needs.
Once you've agreed on a date and time with the customer, you can create and password-protect a unique event entry. This ensures only the customer with the password can complete the booking.
Standard plan users
If you're on the Standard Plan or above (which allows multiple schedule pages), you can create a separate schedule page for 1:1 sessions and share it exclusively with your 1:1 clients.
💬 Any questions or feedback? There are two ways to get in touch:
For a quicker response, please contact us via live chat on our homepage or your account.
Or send us an email
Thank you! 🕺
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