You can use the Repeating event settings in your entry's Dates & times section to quickly create a recurring schedule. If your entry includes varying dates or times instead, editing steps may differ depending on what you need to update.
This article covers:
Understanding events and entries
On Bookwhen, the structure works like this:
Entry: Used to group one or more events, whether it's a standalone session, a course, or a repeating schedule.
Event: A single date with a start and end time, or a start time and set duration.
For example:
Entry (e.g., "Yoga Class Series") ├── Event 1: Monday, 10 June, 10:00–11:00 ├── Event 2: Wednesday, 12 June, 10:00–11:00 └── Event 3: Friday, 14 June, 10:00–11:00 |
In short, an entry is the overarching setup that contains one or more events.
Entry visibility in your schedule
Separate entries are usually easy to spot by the different names you assign to each. In the example below, each line in the schedule is a separate event and entry:
Sometimes, multiple entries share the same name, such as when duplicating an entry to create a new course or term.
To check which events are part of the same entry:
Select one of them from your schedule.
Even if multiple entries have the same name, such as "Test event", selecting an event shows which other events are grouped together.
In the Attendees column, the sessions from the same entry will appear grouped.
Any sessions not included in that group belong to a separate entry.
For example:
Editing entries and events
When you edit an entry by selecting it from your schedule and then Edit entry, any changes you make will apply to every date listed in the Dates & Times section, including any past dates that aren’t shown by default.
If you need to change specific details for just one or two dates, it’s often easier to create separate entries instead.
Event details that can be changed for individual dates
The details you can amend for individual dates in an entry are:
The maximum event size, location or leader.
Changing the date, time, or duration
You can adjust the date, time, or duration if you need to reschedule individual events from an entry with multiple dates. To do this:
Open your Scheduling page and select the event you want to update.
Select the drop-down menu next to Edit entry, then Change event date/time.
Adjust the event date, time, or duration. Once you've made your changes, select Save changes to save the change.
Changing the maximum event size, location or leader
To amend the maximum event size, location or leader for selected events:
Open your Scheduling page and select the specific event you want to adjust on your schedule.
Select the down arrow next to Edit entry, then either:
Event specific information (for in-person events) or
Add online joining details (for online events with manually added joining details).
Enter the maximum event size for the event you selected:
Changes to the Maximum event size won’t apply if the Number of tickets available is still set below the new capacity.
To amend the location or the event leaders:
Select a new location from the drop-down, or tick Override event leaders? to update them for the selected date. Repeat for any other dates you want to change.
Scenarios that require separate entries
You’ll need separate entries for changes not related to date, time, duration, maximum event size, location, or leader.
Common examples:
A special event with a different name, description, or image/attachment.
An event that needs a unique booking confirmation message or booking form.
An event with different ticket details, prices, or payment options
An event you want to password-protect.
How to 'split' an entry
Although it’s not currently possible to move dates to a new entry, you can manage this by duplicating the existing entry and adjusting the dates in each, keeping the date(s) you want to edit in the new version and removing them from the original. This effectively splits the entry, allowing you to change individual events while keeping others as they are.
💡 To note: If the events you edit already have confirmed bookings, you'll need to transfer the tickets. This sends an automated email notification to the affected bookers and attendees.
To separate and rename a single event from an entry with multiple dates, you will need to:
Transfer tickets (if applicable)
1. Duplicate the entry
Open your Scheduling page and find the entry you want to duplicate from your schedule list.
Select the entry, the drop-down menu next to Edit entry, then Duplicate this entry:
You will then have created a duplicate of the original entry. With "Copy of:" added to the title. For example:
2. Rename the copy and amend the dates/times
Open your Scheduling page and select the event from the entry starting with "Copy of:"
Select Edit entry to open the entry settings:
Select the Information tab, and edit the Name field:
Select the Dates & Times tab and uncheck the Repeating event box:
Set the Start date, Start time, and Duration:
Select Save & Exit in the top right. The amended, duplicated event should then show in your schedule. For example:
3. Transfer tickets for the affected event(s) -- only if applicable
If there aren't any bookings for the event in question yet, you can skip this step and continue amending the dates/times for the original entry.
If the event already has bookings:
Open the attendee list for the event with bookings from the original entry.
Select the affected bookings and transfer the ticket for the affected event.
4. Amend the dates/times for the original
Once you duplicate the entry, the event will appear twice in your schedule—once in the new copy and once in the original.
To remove the date from the original entry:
Open your Scheduling page and select the duplicate date from the original entry to highlight it.
Select the drop-down menu next to Edit entry, then Remove this single event:
Once removed, your schedule should only show all events without duplicate dates.
💡 To note: While the example above shows how to rename an event, the same approach works for editing tickets, updating the booking form, or setting a booking password for a specific event.
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Tags: change, event, name, split, separate, entry