✨ Please note: This feature is available only to HQ accounts on a Linked Accounts structure.
Entry templates let you save event details, tickets, and booking forms to reuse for future events. This helps speed up event creation and ensures consistency across your schedule.
This article explains how to set up and use entry templates to simplify creating new events.
Understanding how templates work
As an HQ account, you have access to the Entry templates feature. When enabled, this feature lets you control how sub-accounts create entries. Sub-accounts will only be able to select from the published templates you provide.
Templates allow you to enforce specific elements, meaning sub-accounts cannot change them. Enforced fields include:
Information tab: Title, description, tags, event image.
Location tab: Location (in-person/online/both) and secondary location.
Sub-accounts can still edit:
Location details
Dates & times
Tickets & costs
Booking form
More options
💡 To note: Templates remain drafts until published. Once published, all associated entries on sub-accounts will be updated automatically.
How to create a template
Log in to your HQ Bookwhen account.
Select Linked Accounts from the left-hand menu on your account, then Entry templates.
Select Add a new template:
Enter the template name and description fields for internal reference only.
Add the entry name and details with the information you want to include on the entry.
Add tags that describe the workshop (e.g. "Level 1"). Tags will appear as event types on the Class Search Portal.
Choose the format: online, in-person, or both. If online, you can enable supplementary locations to allow location-based searching in the search portal.
Upload an image to display with the entry. This image also pulls through to the search portal.
Enter the post-event email details, such as time frame and message.
To enforce (fix) a field, such as tags, location type, secondary location, or image, make sure to tick the corresponding checkbox. For example:
This prevents sub-accounts from editing these fields.
When ready, select Save.
Review the summary, then select Publish:
Enter a publication message for the log, then confirm by selecting Publish:
HTML codes for descriptions
The description fields on Bookwhen don't support complex formatting, but you can add simple HTML for basic styling. For example:
Bold: <b>Header title</b>
Underline: <u>Header title</u>
Italics: <i>Header title</i>
Link: <a href="url">Link text</a>
Bullet list:
<ul>
<li>Coffee</li>
<li>Tea</li>
<li>Milk</li>
</ul>
Numbered list:
<ol>
<li>Coffee</li>
<li>Tea</li>
<li>Milk</li>
</ol>
Class Search Portal
The Class Search Portal lets your customers browse events across your entire franchise network. They can access it through a unique link, for example:
www.bookwhen.com/search/FRANCHISEHQNAME
Key features:
Shows all sub-accounts linked to your HQ by default.
Displays event images as thumbnails (or default icons if no image is uploaded).
Allows customers to filter by location and time.
Shows search filters in a side panel.
💡 To remove specific accounts or schedule pages, please contact support.
💬 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.
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Thank you! 🕺