You can use the Bookwhen YouTube integration to host your pre-recorded and live YouTube videos so that your bookers can only see them after booking. 

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

This article covers:

Please note: The YouTube integration is available on the Standard plan or above.


Setting up the YouTube integration

To enable YouTube, firstly head over to Settings, then Integrations, then select View integration, then Enable integration here:


Setting up your video

For both pre-recorded and live videos, we suggest using 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 taking your first bookings.


Embedding a YouTube video

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

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


💡 To note: The system will apply this location name to all dates/times listed within this entry.


You will then need to locate your unique video code. For pre-recorded videos, you can find this either in your video URL, for example:

Or in your Share options:

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

💡 To note:

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

To add your video to an event page, you first need to select it from your Schedule, then the drop-down menu next to Edit entry. From here, select Assign videos to this event:


Then paste the 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, Youtube)

The During and after the event tickbox will determine if the video is accessible indefinitely for ticket holders or only for the duration of the event (which you set in the Dates & times section of your entry).

If you do not allow ongoing access, all videos will have a 15-minute buffer after the end of your event, during which the video will still be accessible.

You can rearrange the order of your videos by selecting the 3 horizontal lines to the left of the Heading box via a drag-and-drop system:

You'll need to repeat this step for each date in your entry (if you have more than one). Select the + Add a video button to add multiple videos per date.

💡 To note: If you change the Heading title of a video and the same reference and provider is being used in another event/entry, the title is changed across the account. e.g. if a Youtube video with ref 01234 has the title "Virtual yoga" on one event, and then you add the same video onto another event but with a different title, such as "Yoga at home", then the first event's video title will also change to "Yoga at home".

  • You can leave the Heading section blank if you'd prefer.


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

The Online Event button will take you to the same page your bookers will gain access to after they complete their booking:


Embedding videos into your course dates

Once you have embedded a video that will appear on your first-course date (follow the instructions above), you can also set up other videos to appear on subsequent course dates. This means videos will only become available when that course date opens up, allowing you to stagger them accordingly.

To add a new video to your second-course date, head to your schedule and select Attendees next to the course date and time as shown.

This will open up the attendance sheet for that specific date. You'll need to head to the drop-down menu under Options, and select Add online joining details / event-specific information. Please embed the video as you did for the first-course date.

✨ You can also follow the steps outlined here by using the Expand course filter option.


How bookers can view the video

Once your bookers have made a booking, they will receive a booking confirmation email. Within the email, there will be a grey button that they can select 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 no longer want to use this integration, you can go to your admin site and select Settings, then Integrations. Select to view the YouTube integration page to disable the integration and remove YouTube as an embedding option.


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