You can use the Bookwhen YouTube integration to host your pre-recorded and live YouTube videos in a way that they can only be seen by your customers after they have booked. 

You can restrict how long bookers have access to the video - just for the event duration, or forever.

This article covers:

Setting up the YouTube integration

To set up the integration, go to your admin site and click Setup and then Integrations.

On this page, you can click 'View integration' to view the YouTube integration page

This is where you can enable the integration by clicking the green button.

Setting up your video

For both pre-recorded and live videos, we suggest you use the 'unlisted' option, so the general public can't find the video via YouTube. Here's an example from the YouTube live setup.

We also recommend setting a scheduled time for the video, so you have a share link in advance, which you can paste into Bookwhen before you take your fist bookings.

Embedding a YouTube video


You can now set your entry location as YouTube, by clicking Edit entry on the schedule page, and then clicking Locations.

In the location settings, select 'Online event' and create a new location named YouTube, as shown below:


This location name will be applied to all your events in this entry

Next you will need to locate your unique video code.

For pre-recorded videos, you can find this either in your video URL


Or in your 'Share' options:

For YouTube live, it's in the share link:

Note: You will only need the code, not the whole URL or embed string. An example is cZVIJbg9GLo and the format will be similar for your video.

Next, paste this code into the online joining details for each of your events. You need to repeat this step for each date in your entry (if you have more than one).

Click on your event on the schedule page, then click the drop down arrow next to 'Edit entry'. Now click Add online joining details

You can now select YouTube as the video provider and paste your code into the field as shown below:

By default, the video will be available to bookers from the start of the event, and indefinitely after.  

If you uncheck 'Allow ongoing access after event?' the video will be available for your bookers to view from the start time of the event until 15 minutes after the event ends. 

To view the embedded video, go back to the schedule and click the Online event button for that date:


This will take you to the same page your bookers will gain access to after they book:

How bookers can view the video

Once your customers have made a booking they will receive a booking confirmation email. Within the email there will be a grey button which they can click to view the event page with the embedded video:

Before the event, that page will not allow the video to be accessed:


Once the event has started, the video will be visible to bookers on that page:

Removing the YouTube integration

If you decide you no longer want to use this integration, you can go to your admin site and click Setup and then Integrations. Click to view the YouTube integration page where you can disable the integration and remove YouTube as an embedding option.


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