Having a clear overview of a customer’s bookings, attendance, and pass usage helps you provide accurate support and respond to queries with confidence. Accessing this information from the admin dashboard keeps everything organised in one place.
This article explains how to find and understand a customer’s booking, attendance, and pass usage history in Bookwhen.
Accessing a customer profile
Select Customers from the left-hand menu on your account:
Use the search bar to find the customer by name or email address. You can also add additional filters using the Filter by drop-down and selecting Add.
Select Search to generate the results. The results (if any) will appear in the list below the filtering section.
Once you have found the right customer, select their name or email address to open their profile.
Viewing booking and attendance history
Inside the customer profile, their booking and attendance details appear in the Details tab.
Open the Details tab.
In the Summary section, find Total events booked.
Select View attendances:
This opens a list of all events the customer has booked, including:
Past and upcoming events
Ticket and booking details
Events with multiple attendee spaces, shown separately
You can filter the list, depending on your needs:
Use date filters to focus on future bookings only.
Remove filters to display all previous and current bookings.
Filter by entries, tags or leaders.
💡 Remember to select Search anytime you add any new filters to generate the updated, refined list.
Reviewing pass usage history
To check how a customer has used their passes:
Open the Passes tab in the customer profile:
Review the list of issued passes to confirm when and how the system applied them to bookings.
This includes:
The total number of passes assigned
Remaining uses for each pass
How many uses have been deducted