If you accept bookings in person, over the phone or through other channels, you may want to add bookers to your events on Bookwhen to record their details and reflect the event capacity correctly.

Here's how:

  • You will need to follow the same booking process as your bookers. However, you need to make sure that you're logged into your Bookwhen account as either an Account owner or a Schedule manager. This will ensure Bookwhen recognises this as an admin booking.

  • Then head over to your public page here:

  • You can now add the relevant tickets for your client into the basket and proceed with the booking by selecting Book now.

  • As an admin, you can bypass any mandatory booking fields in order to complete the booking. However, it's recommended that you enter the Main booking contact as the booker to identify the booking and also for the confirmation email to be sent to them:

  • The payment will also always be optional and you may enter an online payment for your booker, record payment by another method, or leave the booking cost unpaid.

  • If you have card details to take payment for the booker, you can do this by selecting Pay by card:

  • If you have already received payment by another method you can select Yes under Record payment now? field, where you can select the payment type, amount received, and record an admin note if required:

  • To complete the booking leaving the payment to be completed at a later date, simply leave the Record payment now? field as No and select Complete booking. You can record that a payment has been accepted at a later date by following this guide here.

Please note there are various ways that bookings completed as an admin/team member differ from those completed by your bookers, you can see the differences in this guide here.

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