Bookwhen provides options to keep events private and limit access to specific audiences. This supports member-only sessions, internal events, and invite-only bookings while helping you stay in control of your schedule.
This article explains how to manage private events in Bookwhen and restrict access to your bookings.
Restrict access to private events
You can limit access to private events in a couple of ways:
1. Add a password to the entry
Setting a password helps ensure only people with the correct access can view or book events on that page.
To set this up:
Open your Scheduling page and select the entry you'd like to add the password to
Select Edit entry to open the entry settings:
Select the More options tab
Type the password in the Private booking password field:
Save your entry
You can then share the password only with intended participants!
2. Keep private events separate from public listings
💡 To note: Multiple scheduling pages are only available on the Standard plan and above.
Create a dedicated schedule
To avoid private events appearing alongside public events, you can create a separate schedule for them. To do this:
Set up a separate schedule page for private events
Add only private or invite-only entries to this page
This keeps public and private events clearly separated and easier to manage.
Hide the schedule page from search engines
You can reduce the likelihood of private pages appearing in search results by:
Disabling indexing where available in your page settings
Avoiding sharing public links to private schedules
This adds an extra layer of privacy, although direct links will still work if shared.
Tips 💡
Tip #1: Sharing private events securely
When sharing private event links:
Share links only with intended participants
Avoid posting links publicly or on open websites
Use password protection alongside direct links where possible
Tip #2: Managing access over time
To keep private events secure:
Update passwords periodically if needed
Review shared links to ensure they are still appropriate
Best practice summary
Use a dedicated schedule page for private events
Protect access with a password where appropriate
Share links only with intended participants
Keep private and public events clearly separated