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FAQ: Amending your schedule when taking time off

Learn how to update your schedule and manage your account when taking time off

Anni avatar
Written by Anni
Updated yesterday

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:


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:


Transfer or cancel bookings

If attendees are booked:


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:


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:

  1. Open your Scheduling page and select Create an entry:

    Scheduling page screen with an arrow pointing at the 'Create an entry' button

  2. Select the Information tab and add a Name, for example, "No class", and any additional information in the Description field:

    Information tab within the entry settings with the 'Name' and 'Description' fields highlighted

  3. In the Location tab, select No location:

    Location tab of the entry settings with an arrow pointing at the 'No location' option

  4. 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:

    Dates & Times tab showing the date/time setup highlighted

  5. Select Save to save the dates/times to the entry.

  6. In the Tickets & Costs tab and set the Maximum tickets per booking to zero "0":

    Tickets and costs tab within the entry settings with an arrow pointing at the 'Maximum tickets per booking' field

  7. You can then create an unavailable ticket. Select Create ticket, then:

    • Add a Name and Description

    • Set the Pricing to No cost:

    Ticket setup screen within the entry setup showing the name and description fields highlighted, an arrow pointing at the 'no cost' option, and an arrow pointing at the 'Save ticket' button

  8. 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:

Public page schedule with the 'No class' events highlighted

💡 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! 🕺

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