Even experienced admins can encounter small issues when managing schedules, tickets, and bookings. Knowing what to watch out for helps keep your account running smoothly.
This article highlights common admin mistakes and offers tips for avoiding them.
Red line issue
What happens: A red line appears on your schedule or booking view.
Why it occurs: When you amend the date or time of an entry with confirmed bookings from within the entry.
How to avoid: When you need to change a date or time that already has bookings, use the drop-down menu next to the Edit entry button and select Change event date/time. This ensures all existing bookings are properly updated.
💡 Helpful article: Red lines - 'Not in Schedule'
Forgetting to select ‘Course or Group ticket’
What happens: Bookings may not apply to the correct ticket type, and existing bookings may need to be cancelled and rebooked.
How to avoid: Always select the correct ticket type when creating or editing entries.
💡 Helpful articles: Courses and Group/Family tickets.
Setting discount restrictions incorrectly
What happens: Discounts or rules apply to the wrong tickets or entries.
How to avoid: Choose the correct restriction option. To target a specific ticket, select Ticket rather than Entry or Tag within the discount setup.
💡 Helpful articles: Discount codes and bulk-booking discounts.
Post-event emails confusion
What happens: Some customers do not receive post-event emails.
Why it occurs: Emails are only sent to customers who have consented to receiving follow-up communication when booking.
How to avoid: Ensure consent for follow-ups is active when customers book.
💡 Helpful article: Post-event emails.
Transferring or cancelling group ticket attendees individually
What happens: Admins try to change individual attendees on a group ticket, but are unable to.
Why it occurs: Bookwhen only allows transferring or cancelling the entire group ticket.
How to avoid: For partial changes, cancel the group ticket and rebook the attendees individually.
💡 Helpful articles: Cancelling and rebooking and Cancelling or transferring a single date within a course.
Waiting list surprises
What happens: Customers are unable to book spaces, even when there are available spaces.
Why it occurs: If you have an active waiting list, spaces are only released to the public once the waiting list process finishes.
How to avoid: Remember the waiting list runs sequentially, and unclaimed spaces may appear booked until the process completes.
💡 Helpful article: Waiting lists.
Tips for smoother admin management
Double-check ticket types, restrictions, and capacities before publishing entries.
Review bookings and waiting lists regularly.
Use help articles and contact our support team for guidance if a process is unclear.
💬 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! 🕺