Skip to main content

On-demand events

Learn how to create an on-demand content library using Bookwhen

Anni avatar
Written by Anni
Updated over a week ago

You can use Bookwhen to offer pre-recorded classes, videos, or other content that customers can access in their own time.

This article covers:


Integrations

You can use YouTube or Vimeo to host your on-demand events.

YouTube

To enable YouTube on your Bookwhen account:

  1. Select Settings from the left-hand menu, then Integrations.

  2. Select View integration next to YouTube:

    Integrations page with an arrow pointing at the 'View integration' button

  3. Select Enable integration:

    Integration screen with an arrow pointing at the 'Enable integration' button

  4. Select Done when you have completed the integration:

    Youtube integration screen with an arrow pointing at the 'Done' button

Vimeo

To enable Vimeo on your account:

  1. Select Settings from the left-hand menu on your account, then Integrations.

  2. Select View integration next to Vimeo:

    Integrations screen with arrow pointing at the 'View integration' button

  3. Select Enable integration:

    Vimeo integration screen with an arrow pointing at the 'Enable integration' button

  4. Select Done when you have completed the integration:

    Vimeo integration screen with arrow pointing at the 'Done' button

💡 If you use a different platform, you can choose the manually added joining details option within the entry:

Location options from within the entry showing the 'Manually added joining details' option ticked


Create your on-demand events

To create an on-demand event:

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

    Scheduling page with arrow pointing at the ‘Create an entry’ button.

  2. Under the Information tab, Name your event with a title that clearly indicates it's on-demand (for example, On-demand: 30-minute yoga flow) and add any additional useful information.

  3. Select the Location tab, Online event, and then the Online provider that suits you, such as YouTubeVimeo.

  4. You can add any date/time in the Dates & Times tab, basing it on how you would like the entry to appear on your schedule if you want attendees to access the content on their own time.

  5. Select the Tickets & Costs tab, then Create ticket to set up the cost of the on-demand video.

  6. Tailor the Booking form, and when completed, select Save & Exit to save the entry.

💡 Tip: You can create a separate scheduling page just for your on-demand content to keep it separate from your live events (Standard plan and above).

Manually added joining details

To create an on-demand event using a video link that isn’t hosted on YouTube or Vimeo:

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

    Scheduling page with arrow pointing at the ‘Create an entry’ button.

  2. Under the Information tab, Name your event with a title that clearly indicates it's on-demand (for example, On-demand: 30-minute yoga flow) and add any additional useful information.

  3. Select the Location tab, Online event, and then Manually added joining details as the Online provider.

  4. Add a Location name (for example, On-demand library):

    Location tab of the entry setup with the 'Location name' and 'Online provider' options highlighted

  5. Add the link to the video in the Private online event information field.

  6. This link appears on all of the dates in the entry.

    • If you only have one video that you'd like to keep available all year round, make the entry a 365-day event so it appears at the top of your schedule.

  7. Select the Tickets & Costs tab, then Create ticket to set up the cost of the on-demand video.

  8. Tailor the Booking form, and when completed, select Save & Exit to save the entry.


Add your content

You can share your on-demand video or resource in the Assign videos to this event section. This could be a:

  • Video file link (e.g. Vimeo or YouTube)

  • Downloadable file (via Dropbox or Google Drive)

  • PDF or webpage link

To do this:

  1. Select the event from your Scheduling page, the drop-down menu next to Edit entry, then Assign videos to this event:

    Scheduling page with an arrow pointing at the 'Assign videos to this event' option

  2. Next, add a Heading (a title reference for the video), the video code and the host (Vimeo/YouTube):

    Assign videos to this event page with the heading, code and type boxes highlighted

  3. If you would like to add multiple videos, select the + Add a video button.

  4. Choose how customers can access the videos by selecting either:

    • During the event: Customers can only access the video for the duration set in the entry.

    • During and after the event: Customers can access the video during and after the duration set in the entry.

  5. Select Save changes once completed, then repeat these steps for every date/time on the entry.

💡 Learn how to rearrange the order of the videos if you upload more than one.

Viewing the embedded video

To view the embedded video:

  1. Open your Scheduling page.

  2. Select the event from your schedule, then Online event:

    Scheduling page with an arrow pointing at the 'Online event' button

  3. The Online Event button will take you to the same page your customers access after they complete their booking:

    Private event screen showing a youtube video


Manage access and security

To protect your content:

  • Use unlisted video links rather than public ones

  • Avoid embedding direct file downloads if you want more control

  • Consider setting time limits for when your content is available (for example, tickets only valid for a week)


Optional: Use Passes or Memberships

💡 Only available on the Standard plan or above.

If you consistently add new video content, you may want to offer the on-demand content via a Pass or Membership.

Passes

To set up an on-demand pass:

  1. Select the Packages & Discounts, then Passes from the left-hand menu on your account.

  2. Select Create a new pass:

    Passes page with an arrow pointing at the 'Create a new pass' button

  3. Add a Pass name and any Further details that will help customers understand the offer. For example: "On Demand Pass", "Access unlimited on-demand videos per month":

    Pass setup screen with the name and details fields highlighted

  4. Add a Price:

    Pass setup screen with the pricing section highlighted

  5. Set the usage limit for the pass, for example, Unlimited number of uses:

    Pass setup screen with an arrow pointing at the 'Unlimited number of uses' option

  6. Restrict which events the pass can be used on by selecting Add usage restriction:

    Pass setup screen with an arrow pointing at the 'Add usage restriction' button

  7. Select the Entry/Ticket/Tag option, then the corresponding one from the drop-down menu. Once selected, select Add to add it to the pass settings:

    Pass usage restrictions with an arrow pointing at the 'Add' button

  8. Slide the Published toggle so the circle shows a tick ✔️ to publish the pass to your public page:

    Pass setup page with an arrow pointing at the 'Published' toggle

  9. Select Save changes to save the pass.

Memberships

To set up an on-demand membership:

  1. Select the Packages & Discounts, then Memberships from the left-hand menu on your account.

  2. Select Create a new membership:

    Memberships page with an arrow pointing at the 'Create a new membership' button

  3. Name your membership under Membership title, for example "On Demand Membership":

    Create a new membership screen with the 'Membership title' section highlighted

  4. If you created a separate schedule page for your on-demand content, you can select the Show on specific schedule pages? option, then select the page from the drop-down menu.

  5. Select Create to create the membership.

  6. Select Add offer:

    Membership setup page with an arrow pointing at the 'Add offer' button

  7. Add your usage restrictions, for example:

    • Tick Restrict who can use this offer and set it to Personal use only

    • Tick Restrict number of uses and add how many times a member can book using the membership

    • Tick Ongoing offer if you would like the membership to be ongoing, and set the usage period, for example, 1 month:

    Offer setup page with the restrictions section highlighted

  8. Select Create to add the offer to the membership.

  9. Next, add the price by selecting Add price:

    Add price to membership page with an arrow pointing at the 'Create' button

  10. Add a Title for the pricing, the Cost of the membership and Billing period (it's a good idea to ensure the billing period matches the offer period), and select Create:

    Add price to membership screen with an arrow pointing at the 'Create' button

  11. Once added, open your Scheduling page, select the on-demand entry from your schedule list, then Edit entry:

    Scheduling setup with an arrow pointing to the 'Edit Entry' button.

  12. Select the Tickets & Costs tab, then Create ticket.

  13. Name the ticket and select No cost under Pricing (if you would like the ticket to be free for members).

  14. Tick the Exclusive ticket checkbox, then the membership from the list.

  15. Once created, select Save ticket:

  16. Select Save & Exit to save your entry.

💡 You will need to repeat the ticket setup steps for every on-demand entry on your schedule.


Monitor bookings and engagement

You can track who has booked your on-demand content just like any other event.

Use the Bookings tab and filter your search by entry/tag/ticket, or download a report for more insights.

Booking tab showing the 'Entries' filter highlighted


💬 Any questions or feedback? There are two ways to get in touch:

Thank you! 🕺

Did this answer your question?