Plans can shift, and sometimes an event or course needs a new date, time, or duration. Bookwhen allows you to update these details while keeping your confirmed attendees in place.
This article explains how to reschedule an event or course so the system automatically updates the schedule and moves all confirmed attendees to the new time.
💡 Please note: If you don’t follow this process, you may encounter a 'red-line' error.
Single events with confirmed bookings
To reschedule a single event on your schedule:
Open your Scheduling page and select the entry you want to update to highlight it.
Select the drop-down menu next to Edit entry, then Change event date/time.
You can then adjust the event's date, time, or duration. Once you've made your changes, select Save changes to finalise the update.
Courses with confirmed bookings
There are a couple of ways to reschedule a course date on your schedule:
The first way is to open your Scheduling page, then select the course you want to update to highlight it. Then, select the attendee icon 👨👧👦 for the date/time you wish to reschedule:
On the next page, select the Options drop-down menu, then Change event date/time:
Then, adjust the course date, time, or duration within the Change date/time pop-up screen. Once you've made your changes, be sure to select Save changes to finalise the update.
The second way is to filter your schedule by selecting the Filter items:
Then select the Expand courses box:
Select the course date from your schedule, the Edit entry drop-down menu, then Change event date/time:
💡 To reschedule multiple dates on a course, you will need to repeat this process for each date separately.
Important notes
Reminder emails will be updated with the new date, time, and duration, including the View booking button link in the booking confirmation email. Customers who log into their Bookwhen customer account will also see the updated details.
The system won’t automatically notify attendees of any changes, so be sure to update them directly if needed.
The URL for public event links will change when you amend the date, time, or duration. Please be sure to update any links you have shared (e.g., on social media, QR codes or your website).
Editing the date, time, or duration of an event will remove anyone from the waiting list. If you need to adjust the duration, consider noting waitlisters' details or exporting the list so you can contact them if the event becomes available again.
How to Notify Attendees Manually
To ensure attendees are informed about changes to event details, follow these steps:
Use the email list feature: We provide an Email list feature that allows you to send messages to all attendees of a specific event. Use this feature to notify attendees about the changes.
Draft a clear message: Clearly explain the changes to the event details, including the new time or any other relevant information.
Send the email: Once your message is ready, send it to the attendees to ensure they are aware of the updates. By following these steps, you can ensure that attendees are kept informed about any changes to your events.
📹 Check out our video walkthrough
Tags: change date, change the date, date change, change