When scheduling events for children, it’s important to collect only the necessary information, as children’s data is specially protected under GDPR. Bookwhen’s booking forms are flexible and fully customisable to support responsible data collection.
This article explains how to set up booking forms for children’s activities while safeguarding data and staying compliant with regulations.
Setting up your booking form for children's activities
We use the attendee email field to identify adult customers. If a child does not have an email address, you can adjust the booking form settings for your entry to indicate their attendance.
To do this:
Open the Scheduling page.
Select the entry from your schedule, then Edit entry:
Select the Booking form tab, then Yes under Will children be attending?:
Child-only event
If it's a child-only event (meaning you won't be taking any 'adult' tickets), select Is it a child-only event?:
If parents/guardians accompany children at the event but do not take up spaces at your event, this would still be a child-only event.
Alternatively, you can remove the attendee email requirement entirely.
Select Save or Save & Exit to save your entry settings.
How the field appears during checkout
The child settings let the system know whether attendees might be children and prompt the customer for clarification during checkout. For example:
💡 We do not request a child's email address. Instead, the booking contact's email will appear on the booking and in reports.
Changing the field title
This system field includes built-in automation for children's activities. When Yes is selected, the Attendee email field is automatically hidden at checkout for that booking.
💡 We recommend only using this field to ask whether the attendee is a child. If you change the wording, make sure that Yes still applies to children and No to adults.
To change the Is this attendee a child? text:
Select Settings from the left-hand menu, then Booking fields.
Choose the relevant tab (i.e. Consent, Attendee, Booking or Ticket details):
Select the three-dot menu next to the relevant field, then Edit field:
Add the new name in the Field question field:
Once completed, select Update field at the bottom of the page to save your changes.
💡 To note: We update customer data to distinguish child data from adult data.
💬 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! 🕺