You can create a unique link for each event, which customers receive in their booking confirmation email or by logging into their Bookwhen account after booking.
This ensures that only booked attendees can access the event details securely, and is particularly useful for sharing instructions for online events hosted on platforms like Microsoft Teams, Google Meet, Facebook Live, and YouTube Live.
This article covers:
Setting private joining information for each event
š” Please ensure your schedule and relevant entries are published. If they are unpublished, customers wonāt be able to access them.
To create an online event, either:
Open your Scheduling page.
If you're creating a new event, select Create an entry:
Or select the existing entry on your scheduling list, then Edit entry:
Select the Location tab within your entry.
Select Online event to set your location as an online event:
If you have already set up an online location, select Existing location and use the Select online location drop-down menu to choose the existing online location.
Or select Add a new location to add a new location. You can then create a Location name, choose Online provider and add the online event information:
Once you've updated your location and added any other relevant details to the entry, such as ticket information, you can select Save or Save & Exit.
Add your joining link to each dateĀ
If you have chosen an online location that we do not currently integrate with, or you have chosen not to integrate your account with any, you can manually add the joining link to each date.
To do this:
Open your Scheduling page.
Select the event from the list, then the drop-down menu next to the Edit entry button.
Select Add online joining details and add your private info (e.g. Facebook live streaming link):
You can repeat this for any date or time in your schedule. Each change applies only to the selected date or time and won't affect the entire entry.
How customers/attendees can view their joining instructions
Customers can access their joining instructions by:
Opening their booking confirmation email.
Selecting View [online] event:
This will open up the event page, including private event information.
Updating joining instructions for online events
It doesnāt matter if you add joining instructions after people bookāthe View online event button always directs customers to the latest information. This means you can add joining instructions as late as 15ā20 minutes before your online class starts.
How customers access the "View [online] event" button
If your location is set to No mapāonline event, theĀ View online eventĀ button is included in all booking emails.
Customers can use this button in their confirmation and reminder emails to access event details.
Keeping attendees informed of updates
If you manually update the joining instructions after bookings have been made, we recommend resending confirmation emails.
Without a resent confirmation, attendees who booked before the update will only have access to the old information.
Private event-specific information
Private event details do not appear in the Customer Portal.
If customers try to access the event using the View [online] event button in the portal, they will see an error message stating that the event āisnāt found.ā
Customers can only access private event-specific details through the View [online] event button in their booking confirmation or reminder emails.
Viewing your online event
You can view your online event page from your schedule page, including any joining instructions.
To do this:
Open your Scheduling page.
Select the relevant event date/time from the scheduling list, then the Online event button:
This button will only appear if you've set your location as 'No map - online event'.
š¬ Any questions or feedback? There are two ways to get in touch:
For a quicker response, please contact us via live chat on our homepage or your account.
Or send us an email
Thank you! šŗ
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