Bookwhen (as a system) centres around events that your customers book onto. However, there may be instances where you want to use your Bookwhen page to sell access to online content, an online course, or a product without a specific time frame.
This article covers:
Permanent items
For permanent products, such as the voucher workaround, physical items or content you sell all year round, we recommend setting up an event as 'All day' for 365 days.
For example, if you start this event on 1st Jan 2021, it will always appear at the top of your schedule (beginning on the first day of the year) and stay until the end of the year, as the event only disappears once it is over.
Here's an example of how to set this up within the Dates & Times tab in your entry. Tick All day event, add a Start date and type the duration (e.g. "365") into the Duration field:
Example of how a 365-day entry appears your public booking page:
All day events
You can set up your event duration in days, which is useful if, for example, your event is running for a full day or over a few days.
To do this, select the Dates & Times tab within your entry setup and tick the All day event checkbox:
Then select the Start date and add the event duration under Duration (in days).
For example, if you add "1", the event will show as "1 day" with no specific start time.
You may wish to add further event details under the Information tab of your entry, such as start and end times (where applicable).
Time-limited access
If you're selling online video content, you may want to limit your customer's access to the content so they have, for example, ten days of access. In this case, we recommend making the event duration the number of days you wish to give them access.
As the event will disappear once it's over, you might want to list the length of the access in the interval. For example, if the access is ten days, list that event every ten days.
For example, in the screenshot below, the event has been set to repeat every ten days. The default number under Repeat until is five, so please be sure to change this number if you'd like this entry to recur for longer:
And this is how it appears on your public booking page:
💡 To note: Your customers can make multiple bookings on an entry using the same 'booker' email:
But not the same attendee email:
For this reason, we recommend that you remove the attendee email booking form field, keeping only the booker email field, so they can purchase it more than once.
Adding private information or content
Customers can access a private link to view the videos with our YouTube and Vimeo integrations, but that access will expire after the event ends.
You can set access as indefinite. To do this, select the event, then drop-down menu next to Edit entry, then Assign videos to this event:
From here, select the During and after the event checkbox:
Registering interest for 1:1 events
If you'd like to 'get to know' your customers before they book, you can set up a non-time-specific event with the following features:
A 'no-cost' ticket
Clear event descriptions and booking confirmation messages explaining that this is not an actual event booking. For example, clarify that you’ll be in touch to finalise their 1:1 session.
Tailor the booking form fields to capture relevant details and preferences.
As the admin, you’ll receive a copy of their booking confirmation email, allowing you to reach out and discuss their needs further.
Once you and the customer have agreed on a 1:1 date and time, you can create a unique event entry and password-protect it, ensuring only the customer with the password can complete the booking.
Standard plan users
If you are on the Standard Plan and above (which allows for multiple schedule pages), you can set up 1:1 sessions on a separate schedule page that you share exclusively with your 1:1 clients.
💬 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! 🕺
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