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Integrating pre-recorded and live events with Vimeo
Integrating pre-recorded and live events with Vimeo

Use the Vimeo integration to host pre-recorded and live video classes on Bookwhen

Anni avatar
Written by Anni
Updated over a week ago

✨ Please note: The Vimeo integration is available on the Standard plan or above.

You can use the Bookwhen Vimeo integration to host your pre-recorded Vimeo videos so that your customers can only view them after they have booked.Β 

You can restrict how long customers have access to the video - for the event duration or forever.

This article covers:


Setting up the Vimeo integration

To enable Vimeo, select Settings from the left-hand menu, then Integrations. From here, select View integration next to Vimeo:

Then Enable integration:
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Select Done when you have completed the integration:

Disabling the integration

To disable the integration, select View integration next to Vimeo on your Integrations page:

Scroll down and select Disable integration in the bottom right-hand corner:


Embedding a Vimeo video

Adjust privacy settings (to make your video private)

πŸ’‘ To note: The feature to make videos private uses Vimeo's domain-level privacy feature, which is only available on one of their paid plans.

Following these steps will ensure only your booked customers can access your Vimeo video, which is not accessible on Vimeo directly.

You only need to do this if you don't want your video to be accessible generally on Vimeo. If not, you can go straight to the next section.

  • Select the video and adjust the privacy settings under Privacy (which can be found in the top right-hand corner).

  • Then, in the Where can this be embedded? field, select Specific domains, enter 'bookwhen.com' and select the '+' symbol to add. Then Save your changes.


Finding your pre-recorded Vimeo video ID

We need the Vimeo video ID to add the video to Bookwhen. You can find the ID in the Vimeo URL for your video by selecting the link πŸ”— button:
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Your URL's numbers after '.com/' are your video ID. In the example above, the ID is 328676025.
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Adding your pre-recorded video link to a secure event page

To add your pre-recorded video to an event page, you first need to select the entry from your schedule, then the drop-down menu next to Edit entry. From here, select Assign videos to this event:

Paste the Vimeo video ID into the Code section. You will also have the option to name the video under Heading and choose the type of integration (e.g. Vimeo):

Select the + Add a video button to add multiple videos per date.

You can decide how long a customer can access the video(s), whether that's indefinitely or only during the event duration. To set this restriction, select During the event (for access during the event(s) only) or During and after the event (for access during the event(s) and indefinitely after).

If you do not allow ongoing access, all videos will have a 15-minute buffer after the end of your event, during which the video(s) will still be accessible.

You can rearrange the order of your videos by selecting the 3 horizontal lines to the left of the Heading box and drag-and-drop them in the correct order:

You can leave the Heading section blank if you'd prefer, and you'll need to repeat this step for each date in your entry (if you have more than one).
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Embedding a Live Vimeo event

πŸ’‘ To note: If you wish to run live Vimeo events, you need to be on Vimeo's premium plan or above.

Adjust live event privacy settings (if making video private)

Following these steps will ensure only your customers can access your live Vimeo event, which is not accessible on Vimeo directly. You only need to do this if you don't want your stream to be accessible generally on Vimeo. If not, you can go straight to the next section.

  • In Vimeo, select the event and scroll to the privacy section in the left-hand menu.

  • Under Viewing privacy select either the Unlisted or Hide from Vimeo option in the drop-down menu (you can view what these options cover here).

  • Under the Embed privacy dropdown field, select Specific domains, enter 'bookwhen.com' and select the '+' symbol to add. Then Save your changes.



Finding your Live Vimeo video ID

Bookwhen needs the event code ID to connect your live event to Bookwhen. You can find this ID in the top section of your event video:


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Your URL's numbers after '.com/' are your event id. In the example above, the ID is 32359878. However, to add this to Bookwhen, you will need to include /event with the ID code. For example, using the above, you would need to copy event/32359878 as your ID to add into Bookwhen.

πŸ‘‰ When you're ready to add the video to Bookwhen, copy the ID from /event.


Adding your live video to a secure event page

To add your live video to an event page, you first need to select the entry from your schedule, then the drop-down menu next to Edit entry. From here, select Assign videos to this event:

Then, paste the Vimeo video ID into the Code section. You will also have the option to name the video under Heading and choose the type of integration (e.g. Vimeo):

Select the + Add a video button to add multiple videos per date.

You can decide how long a customer can access the video(s), whether that's indefinitely or only during the event duration. To set this restriction, select During the event (for access during the event(s) only) or During and after the event (for access during the event(s) and indefinitely after).

πŸ’‘ We recommend setting live events as During the event.

If you do not allow ongoing access, all videos will have a 15-minute buffer after the end of your event, during which the video(s) will still be accessible.

✨ You can learn more about creating a live event on Vimeo here.


How customers access the video

Your customers can access your video from the start time of your event by following the View online event button in their confirmation email:
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  • They can also select View booking to view the booking within the customer portal

This redirects them to the secure event page, where they can access the video:


πŸ’¬ Any questions or feedback? There are two ways to get in touch:

Thank you! πŸ•Ί

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