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Some of the terms you will find on Bookwhen

Anni avatar
Written by Anni
Updated over a week ago

Here are definitions of terms that you may come across as you use Bookwhen:


  • Attendees: Anyone who will attend your event, usually (but not always) the person who makes the booking.


  • Bulk booking discount: This discount automatically applies to your customers' purchases when they select a specified number of tickets for one transaction.

  • Booking form fields: Determine what information your customers provide when they make a booking. You can customise the fields as per your requirements.

  • Bookings: A booking is generated when a customer adds a ticket(s) to their basket. We categorise these into four statuses.

  • Booker: This is the person who places the booking. They must provide an email address to complete the booking. Sometimes, a booker may not attend an event (e.g. a parent booking for a child).


  • Cancelled: Your customer’s booking has been cancelled, and they may be due a refund (as per your T&Cs).

  • Checkout: Your customer reached the checkout stage (by adding a ticket to their basket) but did not complete the booking.

  • Complete: Your customer booked one of your events. They either paid online or agreed to your offline payment option (per your settings).

  • Course tickets: A course is a series of events collected under one ticket. When purchased, these tickets give your customers a place for each event date/time on your course.

  • Customer(s): Refers to anyone visiting or purchasing something your page.


  • Discount codes: These are codes your customers can use when making bookings. These can be a percentage reduction (e.g. 20% off the entire booking) or a monetary value (e.g. £10 off). Customers enter the codes at checkout to redeem the reduction.

  • Discount sets: Each discount set can include one or more discount codes or rules.


  • Entry: What you create to add events to your schedule. An entry can be one event or a recurring series (such as a course). Separating different events into other entries is an excellent way to keep them organised and more customisable.

  • Event: This refers to a singular event date/time in your schedule. This could be a class, a workshop, etc.


  • GDPR: The General Data Protection Regulation was introduced across Europe in 2018. It outlines a series of compulsory practices for processing your and your booker’s data. Bookwhen’s GDPR policy.



  • Passes: Allows customers to purchase a 'block' of events that they can redeem within the time frame you decide.

  • Payment provider: The service you use to take online payments. You must have an account with a payment provider to collect payments through Bookwhen, and you can choose between Stripe, Paypal, or Worldpay.

  • Public Pages: This page publically displays your schedule to your customers. Each public page links to the corresponding scheduling page (where you set up your schedule). You can find the link on your scheduling page:

    Example of scheduling page with arrow pointing to the public page link, located at the top of the page.


  • Scheduling page: The place where you create, edit and view event details. Any published events appear on your public page.


  • Tickets: You can create multiple ticket types for each event date/time and restrict their availability using timeframes and capacity limits.

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