✨ Please note: The Vimeo integration is available on the Standard plan or above.
The Bookwhen Vimeo integration allows you to host your pre-recorded Vimeo videos, granting customers access only after they've booked. You can restrict access to the video by event duration or extend it indefinitely.
This article covers:
Setting up the Vimeo integration
To enable Vimeo on your account:
Select Settings from the left-hand menu on your account, then Integrations.
Select View integration next to Vimeo:
Select Enable integration:
Select Done when you have completed the integration:
Disabling the integration
To disable the integration:
Select Settings from the left-hand menu on your account, then Integrations.
Select View integration next to Vimeo:
Scroll down and select Disable integration in the bottom right-hand corner:
Select Done.
Adjust privacy settings
💡 To note: Hiding videos from Vimeo while still embedding them on external websites may require one of Vimeo’s paid plans, as outlined in their video privacy settings overview.
Adjusting your privacy settings ensures that only your booked customers can access your Vimeo video, which won't be available directly on Vimeo. This is only necessary if you don't want the video to be accessible publicly on Vimeo.
If you would like to change your video’s privacy settings and hide your video from the Vimeo website:
Log into Vimeo and navigate to your Library.
Select your video to open the video settings page.
In the upper right-hand corner of the page, select the privacy icon using the Share button. Hover over the icon to check your current privacy setting.
A panel will open up on your screen where you can review Link privacy:
Select the Hide from Vimeo. The selection will save automatically:
You can also change your privacy settings from the Video library by clicking on the three dots (...) from your selected video and then choosing Share. This will also open up the modal to change your privacy settings:
Finding your pre-recorded Vimeo video ID
To add your video to Bookwhen, you'll need the Vimeo video ID. You can find the ID in the Vimeo URL when sharing your video. To do this:
Select the video from your Vimeo library to open the video settings page.
Select the Share button in the top right corner of the page.
A modal will appear with options for sharing, embedding, and changing the privacy settings for your video.
Select the Copy link button in the lower right corner of the modal to copy the link to share your video:
Tip: Hold Ctrl and V keys on a PC or Command (⌘) and V keys on a Mac to paste a link.
The copied link will contain the video ID. A sample link can look as follows:
https://vimeo.com/1058618009/d1075e909c?share=copy
The unique video ID is the numerical combination after vimeo.com/ and before the next forward slash (/). In the example above, the ID is 1058618009.
Adding your pre-recorded video link to a secure event page
To add your pre-recorded video to an event page:
Open your Scheduling page.
Select the entry from your schedule, the drop-down menu next to Edit entry, then Assign videos to this event:
Paste the Vimeo video ID into the Code section. You will also have the option to name the video under Heading and choose the type of integration (e.g. Vimeo):
Select the + Add a video button to add multiple videos per date.
Setting how long customers can access the video(s)
You can set the duration of customer access to the video(s), either indefinitely or only during the event. To do this:
Select "During the event" (for access only during the event) or
Select "During and after the event" (for access during the event and indefinitely after).
💡 If you don’t allow ongoing access, there will be a 15-minute buffer after the event ends, during which the video(s) will still be accessible.
Rearranging the order of the videos
You can rearrange the order of your videos. To do this:
Select the 3 horizontal lines to the left of the Heading box and drag-and-drop them in the correct order:
When finished, select Save changes.
💡 If you have more than one event that you need to apply videos to, you'll need to repeat this step for each date.
Important note regarding changing the heading title
Changing a video's Heading title updates it across all events or entries where the same Vimeo reference is used.
For example, if a Vimeo video with reference 01234 is titled "Virtual yoga" in one event, and you add the same video to another event but rename it "Yoga at home," the title will change to "Yoga at home" across all instances in your account.
Embedding a Live Vimeo event
💡 To note: To run live Vimeo events, you must have a Vimeo Advanced or Premium plan, or an Enterprise account with the Events feature enabled.
Adjust live event privacy settings
Adjusting your privacy settings ensures that only your booked customers can access your live Vimeo video, which won't be available directly on Vimeo.
After you have created your Live Event on Vimeo, you can access all settings on the event page. To do this:
Select the gear icon on the top-right of the screen to open the settings panel:
Within Settings, open the Privacy section:
Under Link privacy select either the Unlisted or Hide from Vimeo option in the drop-down menu from the available privacy options.
Under the Embed privacy dropdown field, select Specific domains, enter 'bookwhen.com' and select the '+' symbol to add.
Finding your Live Vimeo video ID
Bookwhen needs the event code ID to connect your live event to Bookwhen. You can find this from the Share link option in the top right of the video in Vimeo:
The unique event ID is the numerical code that appears after vimeo.com/event/. As an example, the ID could be: 4936371. To add this to Bookwhen, include "/event" along with the ID code.
For example, using the example ID, you would copy: event/4936371 to add it to Bookwhen:
Adding your live video to a secure event page
To add your live Vimeo video to an event page:
Open your Scheduling page.
Select the entry from your schedule, the drop-down menu next to Edit entry, then Assign videos to this event:
Name the video in the Heading field.
Paste the Vimeo video ID into the Code section.
Choose the Type of integration (e.g. Vimeo):
Select the + Add a video button to add multiple videos per date.
Setting how long customers can access the video(s)
You can set the duration of customer access to the video(s), either indefinitely or only during the event. To do this:
Select "During the event" (for access only during the event) or
Select "During and after the event" (for access during the event and indefinitely after).
💡 If you don’t allow ongoing access, there will be a 15-minute buffer after the event ends, during which the video(s) will still be accessible.
When finished, select Save changes.
How customers access the video
Customers can access your video from the start time of your event by selecting the View [online] event button in their booking confirmation email:
Customers can also select the View booking button within the email to view the booking within the customer portal. This redirects them to the secure event page, where they can access the video:
💬 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! 🕺