While Bookwhen doesn’t currently support fully hidden or unpublished events, there are several ways to make your events private or invite-only. The best approach depends on how you want to manage access and who you want to share your event with.
This article explores the available methods for making events private or restricted to specific people.
💡 Important note: Customers and admin users can only book published entries.
Option 1: Create a dedicated schedule page
If you’d like to keep certain events separate from your public schedule, you can create a dedicated schedule page for private events.
❓ To do this: Add a new schedule page to your account and list your events there.
💡 Privacy options
Hide the page from search engines in your Customise page settings to prevent it from showing in search results. Customers can find the page using the link you share with them.
Password-protect the entries for added protection.
You may choose to unpublish the page entirely. This means only admin users can book on behalf of customers.
✅ Best for
Organisations hosting internal sessions, invite-only workshops, or classes for specific groups.
Option 2: Add password protection
If you’d like to share events only with selected people:
❓ To do this: Add password protection to your entries within the entry settings by:
Selecting the entry from your schedule, then Edit entry to open the settings.
From there, select the More options tab, and add the password in the Private booking password field:
Select Save or Save & Exit to save your entry.
Once set, only those who have the password can access the booking page.
💡 Tip
You can share the password directly with your attendees by email or message.
✅ Best for
Limited-access sessions, private client appointments, or members-only events.
Option 3: Use customer groups
💡 Please note: Customer groups are available on the Standard plan and above.
If you'd like to restrict bookings to specific customers, you can create a customer group and link it to your entry or ticket.
❓ To do this:
Select Packages & Discounts, then Customer groups from the left-hand menu on your account.
Select Create a new group:
Name the group under Group name and add a description of the group under Group description:
Once added, select Create to create the group.
Select Actions under Customers:
Then Add customers:
Add the email addresses in the Customer emails field, then select Add customers:
Once you've added your customers, they will appear within the group under Customers:
Once you've created your customer group and added all relevant members, you can then create the 'offer'.
Creating exclusive tickets
An exclusive ticket is part of your Customer group 'offer'. Once you've assigned a customer to the group, you can customise their offer.
To do this:
Select Add offer within the customer group:
Select Create in the bottom right-hand corner of the pop-up:
Add restrictions to the ticket (such as who can use the offer and the number of uses).
Select where the offer applies, for example, the schedule page of the entry and which tickets the group can purchase the exclusive tickets from.
Select Update:
Adding exclusive tickets to your entry
To add exclusive tickets to your entry:
Open your Scheduling page.
Select the entry from your schedule list, then Edit entry to open the entry settings:
Or you can create a new entry by selecting Create entry:
Select the Tickets & Costs tab.
Select Create ticket from the bottom of the ticket setup:
Add the ticket Name, the Description, the Pricing and the Number of tickets available.
Select the Exclusive ticket box and select the relevant group it applies to:
Select Save ticket, then Save or Save & Exit to save the entry.
Only members of that group can access and book the event.
✅ Best for
Clubs, schools, or organisations with recurring private attendees.
Choosing the right approach
Goal | Recommended option |
Keep events off your main schedule | Dedicated schedule page |
Allow access only with a code | Password-protected entry |
Restrict access to selected customers | Customer groups |
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