You can search for and manage all bookings in Bookwhen, including any information customers provide through your booking form fields. This helps you keep records accurate and respond to customer details quickly.
This article explains how to locate bookings, review form responses, and manage bookings effectively.
Finding a booking
To find a booking:
Select the Bookings tab from the left-hand menu on your account.
Use the search bar at the top of the page to find a booking. Enter the customer’s name or email in the Search field, and use the other fields to narrow your results by entry, tag, or date range (this refers to the event date, not the booking date).
Once filtered, select Search:
Scroll down and find the booking and select the hyperlinked booking reference to open it:
This opens the booking and displays the booking reference, status, attendee details, event and payment information, along with options to cancel the booking and resend confirmation emails.
Editing the attendee details
To edit the attendee details form fields:
Select the Edit details button:
You can update fields like the attendee name and any other extra attendee fields you’ve added to the entry.
Please note that you cannot amend the attendee email from within the booking.
Cancelling/transferring tickets
Select the Ticket options button next to the correct event date/attendee:
Select either Transfer ticket to review your transfer options, or Cancel ticket to cancel that specific ticket within the entry:
Cancelling a booking
To cancel the entire booking:
Select Cancel booking under the Options menu:
Then select OK to confirm.
You can’t undo a cancellation. If you cancel a booking by mistake, let your customer know and create a new booking for them.
Editing the booking form field responses
💡 Please note: It's important to always get the customer’s consent before making any changes to their responses.
To edit the booking field form responses:
Select the Edit details button in the Booking fields section:
Amend any necessary field responses and select Save changes:
Consent fields
Attendees can’t change their booking form responses once the booking is made. This includes consent, except for email preference consent. However, you (the admin) can revoke consent on their behalf.
To do this:
Select their email address within the booking to open their customer profile:
Select the Consent tab to open the list of consent fields the customer has or hasn't completed:
Select the three-dot menu next to the relevant field, then Revoke consent:
A pop-up window will appear, asking you to confirm the revocation. Select Confirm to proceed:
You can also review the consent history by selecting View history.
💡 Please note: You can’t give consent on behalf of a customer. Once consent is revoked, the customer must give consent again in their next booking.
💬 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! 🕺