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

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

This article covers:

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

Setting up the Vimeo integration

To enable Vimeo, firstly head over to Settings, Integrations, then select View integration and Enable integration:

Embedding a Vimeo video

Adjust privacy settings (if making video private)

Following these steps will ensure only your bookers 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.

💡 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.

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

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

Finding your 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 -

Your URL's numbers after '.com/' are your video id. In the example above, the ID is 328676025. If your video is private, additional characters will be after the ID number, e.g. The ID is only the numbers shown in bold, and you should disregard anything after the second /.

When you're ready to add the video to Bookwhen, copy the id number.

Adding your video to a secure event page

To add your video to an event page, you first need to select it 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, Youtube):

The During and after the event tickbox will determine if the video is accessible indefinitely for ticket holders or only for the duration of the event (which you set in the Dates & times section of your entry).

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 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 via a drag-and-drop system:

You'll need to repeat this step for each date in your entry (if you have more than one). Select the + Add a video button to add multiple videos per date.

💡 To note: If you change the Heading title of a video and the same reference and provider is being used in another event/entry, the title is changed across the account. e.g. if a Vimeo video with ref 01234 has the title "Virtual yoga" on one event, and then you add the same video onto another event but with a different title, such as "Yoga at home", then the first event's video title will also change to "Yoga at home".

  • You can leave the Heading section blank if you'd prefer.

How bookers can view the video

Your bookers can access your video from the start time of your event by following the View event details button in their confirmation email (or after viewing the booking if they have logged in):

✨ If you have any questions, please get in touch with the support team via live chat or email at

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