If you're planning a holiday, maternity leave, or time off due to illness, there are a few ways to update your Bookwhen schedule and keep your attendees informed.
This article covers:
Unpublish your schedule or specific events
If you do not want customers to make any bookings while you're off, you can temporarily hide your schedule from your public page. To do this:
Unpublish your entire schedule or specific events:
If needed, unpublish your public page to hide all events at once.
Pause your subscription (for longer breaks)
You can pause your subscription for an extended time away, like maternity or sick leave. Your account will remain intact, and billing will stop until you're ready to return.
Cancel or delete events
If events are already scheduled:
Cancel events to keep a record and ensure that you notify attendees.
Cancel/transfer any tickets for the cancelled event.
You can delete the event once you have cancelled it and there are no more bookings.
Transfer or cancel bookings
If attendees are booked:
Transfer bookings to another date.
Or cancel and refund the bookings instead. You can also issue a credit instead of a refund, by offering a discount code workaround.
Email attendees if needed
Contact your attendees to let them know of the dates that you're away.
Add an alert message to your schedule
Use the alert message feature to let customers know you're taking time off. For example:
Please note, there will be no classes from 1–15 July while I’m on holiday.
The message appears at the top of your public page.
Extend passes, memberships or discounts
If needed, manually:
Extend individual customer passes or membership expiry dates.
Adjust the use period for any active discount codes.
Adjust team roles (if someone is covering for you)
If a team member is stepping in while you’re away:
Add them to your team and assign the appropriate role (depending on your plan).
You can remove or update their access when you return.
Optional tip: Add a "No class" placeholder event
Add a placeholder event on the days you’re away. To do this:
Open your Scheduling page and select Create an entry:
Select the Information tab and add a Name, for example, "No class", and any additional information in the Description field:
In the Location tab, select No location:
In the Dates & Times tab:
Tick the All day event checkbox
Set the Duration (in days), e.g. 1
Tick the Repeating event checkbox
Select How often does it repeat, e.g. Repeat daily
Set how often it repeats daily, e.g. 1
Add how many number of events it should repeat for under Repeat until, e.g. 7:
Select Save to save the dates/times to the entry.
In the Tickets & Costs tab and set the Maximum tickets per booking to zero "0":
You can then create an unavailable ticket. Select Create ticket, then:
Add a Name and Description
Set the Pricing to No cost:
Select Save ticket, then Save & Exit to save the entry to your schedule.
This helps show gaps in your schedule and avoids confusion. For example:
💡 If your schedule is synced to a personal calendar, these will show there too.
💬 Need extra help?
For the quickest response, contact us via live chat on our homepage or your account. Buddy, our trusty chatbot, will assist first and pass you to a support team member if needed.
Prefer email? Send us an email instead.
Thank you! 🕺