When creating your event, you can select one of the following:
A physical location
An online location
No location
💡 Only one location can be added per event.
This article covers:
Adding locations
To locate your saved locations:
Select Settings from the left-hand menu, then Locations:
To add a location:
Select Add new location in the top right of your Locations page:
Select either Physical location or Online event:
The information required for each location type depends on the format, for example:
Physical location: Requires a physical address.
Online location: Requires an online address (e.g., a URL or meeting link).
Physical location
Select Physical location.
Type the address or location into the Search for location... search box.
Select the correct location from the drop-down list of suggestions:
Google maps
After selecting your physical location, you can include a Google map and address for your attendees.
To pinpoint your exact location, drag the red pin 📍 marker on the map.
Adjust the zoom level of the map as desired.
If you prefer not to display the map, untick the Show location on a map? checkbox:
Adding Venue Details and Additional Information
The Venue details and Additional information fields are located below the physical location address.
Venue details
This section is helps highlight useful information, such as special instructions or notes for your attendees.
Additional information
Add any additional information that may be helpful for attendees.
For example, you might include details like, "The room is on the third floor, you can access it by pushing the buzzer."
Online location
Select Online event as the location type.
Enter a Location name (e.g. "Online Zoom event"):
Then, select your chosen Online provider from the drop-down list:
Zoom integration
When you select this option, a Zoom meeting will be automatically generated when a customer books the event.Jitsi integration
Similar to Zoom, this integration automatically generates a Jitsi meeting link for your event when a booking is made.Manually added joining details
If you're using a different online provider (e.g. YouTube, Vimeo, Facebook, MS Teams), select this option and manually enter the joining details (e.g., meeting link, password, etc.).
Manually entering joining details
By selecting Manually added joining details as the Online provider, you can use a different online provider than our current integrations:
When you select this option, the system won't automatically create a new meeting for your bookings. Instead, you must manually create the meeting on your chosen platform (e.g., Zoom, MS Teams, YouTube).
After that, add the meeting details to your Bookwhen location using the Private online event information field. This ensures your attendees have the necessary details to join the event.
Adding a location to an entry
You can add a location to an entry directly from your Locations page or when editing an entry.
Locations page
To add a location directly from the locations page:
Select the down arrow next to Edit beside the location you wish to use, then Set entry locations to apply it to your event.
Select the entry from the menu or manually type the entry name in the field before selecting the correct one:
💡 Remember to Save changes when you have finished your selection.
Adding location when editing or creating a new entry
To add a location within the entry setup:
Select the entry from your Scheduling list, then Edit entry:
Select the Location tab, then either:
Add a new location to create a new location directly via the entry, or
Existing location to select a pre-existing location.
💡 To note: This action updates the location for all dates within the entry. Attendees won't be automatically notified of the location changes, so you may need to contact them directly.
Changing a location for specific dates within an entry
To change the location of an individual date within an entry:
Select the relevant Scheduling page from within your account, then Filter items at the top of your schedule list:
From here, type the name of the entry in the Entries field:
Choose the event you want to update from your schedule, the down arrow next to Edit entry, then either:
Event specific information (if your event has a physical location):
Add online joining details (if your event has an online location):
By selecting one of these options, you can override the entry location and change the location for the selected date only:
Remember to select Save changes to save any amendments you make.
💡 To note: We do not automatically notify attendees of any location changes. Please contact them by your preferred means.
Sorting locations
You can organise your locations by address or recently added.
By address
Select Sort by address in the top right-hand corner of your Locations page:
By recently added
Select Sort by recently added in the top right-hand corner of your Locations page:
💬 Need extra help?
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Tags: location, eventlocation, venue, place, whereabouts