Bookwhen doesn't have a bulk upload feature to transfer all your old pass bookings, so you need to set each client up manually. Please follow the steps below to get this setup.

This article covers:


Setting up your entries and passes

Firstly, ensure you have added all entries to your schedule so you can book your clients onto them. If you need help setting up your schedule, you can read our help article here.

Once you have created your entries, you need to set up your passes to match the ones you have previously offered your clients. See here on making passes.


Booking customers onto your pass

Once you have set up your schedule, you can start manually adding your customers! Head to your public page to book them in as though you were them. If you want some step-by-step guidance on manually adding someone to an event/class, please check out this help article.

Select PASSES on your public page to see the option to purchase a pass:

Select the relevant pass you want to purchase for your booker. The system will then show you this screen where you can choose a class/event you wish to use with the pass.

Once you've selected a ticket and gone through to checkout, you should see the selected class as 'free' due to the system redeeming it against one of the available passes on the pass.

The next step is to check out as admin and book your attendee.

💡 When prompted, put in the booker's email address as the booker and not you (so they receive the booking confirmation email, and the system recognises it is them when they buy another ticket in the future and want to use their pass).

💡 As an admin, you can bypass payment, but this is ok as the customer would have previously paid you before moving to Bookwhen. Remember to add their details to the attendee section too!


After booking your customer's pass

Once booked, you can then manage your booker's pass. This is useful if they had taken a class before you moved to Bookwhen, and the event is now over, but you still want to include that as a pass on their pass.

You can read about managing your booker's passes here.

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Tags: classpass, class

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