Bookings & Attendee Management

How to collect, access, and use information about your customers and their bookings

22 articles in this collection
Written by Jo Potts, Luke, Simon Worlding and 2 others

Bookings

Reminder emails

How to set up reminders emails so they work best for you and your bookers

Written by Jennifer Z
Updated over a week ago

Booking statuses explained

Definition of complete booking, checkout booking and cancelled booking

Written by Luke
Updated over a week ago

Search, view and export booking and attendance information

Access booking information and export booking and attendance reporting

Written by Simon Worlding
Updated over a week ago

Adding attendees manually

How to add attendees to events on their behalf if taking bookings in person, on the phone, or adding customers from another system

Written by Luke
Updated over a week ago

Re-sending a confirmation email

Useful if the customer deleted the email, their email address was incorrect or your event has changed.

Written by Jennifer Z
Updated over a week ago

Exporting data to .csv files

Feed data from Bookwhen into other systems using .csv files

Written by Simon Worlding
Updated over a week ago

Checkout reservation periods

Why your event may temporarily show as sold out even if there is a space available

Written by Simon Worlding
Updated over a week ago

Booking Forms

Booking forms

Gather consent, dietary requirements and other information about your bookers and attendees with customisable form fields

Written by Simon Worlding
Updated over a week ago

Understanding booking form fields

An explanation of the three booking form fields (attendee, booking and ticket), field data types, and how they should be used

Written by Luke
Updated over a week ago

Adding GDPR consent fields to your booking forms

How to ask your customers whether they consent to your privacy policy or marketing emails.

Written by Luke
Updated over a week ago

Setting up booking forms for children's activities

How to protect a child's personal data and conform to regulations such as the GDPR

Written by Jo Potts
Updated over a week ago

Adding an attachment to your booking form

How to add a waiver, T&C's, privacy policy or any other document that requires consenting to during booking

Written by Jennifer Z
Updated over a week ago

PAR-Q and health questionnaires

This article covers how to add a health questionnaire to your booking form so you have a record before class.

Written by Jennifer Z
Updated over a week ago

Using 'validated format' fields

Ensure that booking form field answers are received in your required format by using regex

Written by Simon Worlding
Updated this week

Customers & Attendees

Transferring old class pass bookings to Bookwhen

This article will help you manually set up your clients' class passes from your original booking software.

Written by Jen B
Updated over a week ago

Record attendance of events with the Attendee List

Monitor attendees and mark no shows within Bookwhen

Written by Simon Worlding
Updated over a week ago

Manage bookers and attendees with the Customer list

How to navigate, run searches and export from the customer list

Written by Luke
Updated over a week ago

Customer profile page

How to access details on your customers, including booking history and class pass information.

Written by Luke
Updated over a week ago

Editing Attendee details

How to amend the information provided by customers when booking online

Written by Simon Worlding
Updated over a week ago

Fixing an invalid email

How to update a customer's email address when marked as invalid

Written by Luke
Updated over a week ago

Changing a booker's email address

What to do if you need to modify an email address which was entered incorrectly, or needs to be changed

Written by Simon Worlding
Updated over a week ago

Exporting email addresses to an email marketing service

How to gather email information when you plan to use it in an external email marketing service (Mailchimp, Constant Contact, etc.)

Written by Simon Worlding
Updated over a week ago