Bookwhen requires each event or session to have a start and end time, so fully open-ended bookings aren’t supported. You can still offer flexible 1-2-1 or private appointments using practical scheduling methods that keep the booking process simple.
This article explains how to create flexible appointment-based sessions while working within Bookwhen’s scheduling structure.
Option 1: Enquiry-based entry
Create a 'permanent' entry that allows customers to submit their preferred dates and times without a paid ticket.
Capture their details using custom booking form fields (e.g., preferred day, time, notes).
Review the enquiry, then schedule a specific session in Bookwhen based on the customer’s request.
💡 Helpful guide: Non-time-specific entry setup
Option 2: Password-protected session
Create a 'permanent' entry that allows customers to submit their preferred dates and times without a paid ticket.
Once you have agreed on a date/time with your client, create a password-protected entry with the correct start/end times, as well as the payment method (online/offline).
Send your client the password and event link so they can confirm and pay for their session.
Option 3: Rolling entries
For more flexible scheduling, create a recurring entry with multiple slots, ensuring you set the event capacity to "1" for each date:
Customers can then book these slots as normal.
💡 Tip: If you are on the Standard plan or above, you may wish to add a new schedule page for your 1:1 bookings, to keep them separate from your main schedule.
Key considerations
If you opt for option 1 or 2, you will usually need to confirm the final session timing with the customer–some conversation is unavoidable.
Bookwhen is not a dedicated appointment-only system, so each session still needs a start and end time to be bookable.
Using enquiry-based or password-protected entries provides flexibility while maintaining structured bookings.