Bookings & Attendee Management

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

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30 articles in this collection
Written by Jo Potts, Jen, Eloise and 1 other

Bookings

Booking statuses explained

Definition of complete booking, checkout booking and cancelled booking

Written by Jen
Updated over a week ago

Cancelling or transferring a single date within a course

Learn a workaround on how to cancel or transfer a single date within a course entry

Written by Anni
Updated over a week ago

Adding bookers manually

How to add attendees to your events

Written by Jen
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 Jen
Updated over a week ago

Reminder emails

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

Written by Jen
Updated over a week ago

Resending confirmation emails

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

Written by Jen
Updated over a week ago

Flagged bookings

Written by Eloise
Updated over a week ago

Transferring old pass bookings to Bookwhen

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

Written by Jen
Updated over a week ago

Booking Forms

Booking forms

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

Written by Jen
Updated over a week ago

Understanding booking form fields

An explanation of the available field data types and how you should use them

Written by Jen
Updated over a week ago

Special fields

Understanding special booking form fields

Written by Anni
Updated over a week ago

Using 'validated format' fields

Ensure that you receive booking form field answers in your required format by using regex

Written by Jen
Updated over a week ago

Setting up booking forms for children's activities

How to protect a child's 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 Jen
Updated over a week ago

PAR-Q and health questionnaires

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

Written by Jen
Updated over a week ago

Adding GDPR consent fields to your booking forms

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

Written by Jen
Updated over a week ago

Customers & Attendees

Attendee List

Learn how to edit the list, monitor attendees and mark no shows within Bookwhen

Written by Jen
Updated over a week ago

Send a welcome email to new bookers

Learn how to send a welcome email to your new bookers

Written by Anni
Updated over a week ago

Customer profile page

How to access booker details, including booking history and pass information.

Written by Jen
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 Jen
Updated over a week ago

Editing and exporting the Attendee List

How to edit what data is displayed and export data from the Attendee list

Written by Anni
Updated over a week ago

Editing Attendee details

How to amend the information provided by bookers

Written by Jen
Updated over a week ago

Changing a booker's email address

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

Written by Jen
Updated over a week ago

Fixing an invalid email

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

Written by Jen
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 Jen
Updated over a week ago

Unique attendee emails

Why unique attendee emails are asked per ticket booked and how to avoid this

Written by Anni
Updated over a week ago

Reporting

Search, view and export booking or attendance information

Access booking information and export booking and attendance reporting

Written by Jen
Updated over a week ago

Slow loading exports

What to do when you experience slowness when exporting reports

Written by Anni
Updated over a week ago

Sending a follow-up email to bookers with expired or used-up passes

Learn how to send a nudge email to bookers holding an expired or used-up pass

Written by Anni
Updated over a week ago

Exporting data to .csv files

Feed data from Bookwhen into other systems using .csv files

Written by Jen
Updated over a week ago