This article covers:
Selecting your tickets
Navigate to the booking page using the link provided by the Event Organiser and select the event you wish to book from the schedule:
You may need to adjust the date filter at the top of the section if the event you wish to attend is in the future:
Select your ticket(s) by choosing Select and using the + and - symbols to add more or fewer tickets:
👉 If you'd like to book additional tickets for different events, please repeat the process by locating them on the schedule and adding them to your basket.
Managing your basket
When you are ready to checkout, select View selections to open your basket:
Return to the schedule
You can navigate back to the schedule to add more tickets by selecting Select more:
Removing a ticket
You can remove any unwanted tickets by selecting the grey x button:
Adding discount code
If you have a discount code, you can enter it in Enter discount code box, then select Apply before selecting Book now:
Completing a booking
When you are ready to complete the booking, please select Book now:
Bookwhen requires one 'booker' email address per booking. This email address is used for your booking confirmation and event reminder emails:
💡 Please note: Bookwhen will not contact you for anything that isn't directly related to the event you have booked.
Next, you will be asked to complete any booking fields relevant to your booking and required by your Event Organiser.
This may include attendee information such as Attendee email, Attendee names, consent fields, etc. and select Continue:
Amending attendee information
You can change the pre-populated Attendee email section by selecting the Change attendee button when making a booking:
Adding additional attendee information
To add another attendee, select Add another attendee at the bottom of the 1st Attendee box:
If there is a cost associated with your event, you may have the option to pay online (via credit or debit card), offline (another method) or given a choice between the two (depending on your Event Organiser's settings).
Online payment
The system may present you with various options to complete the online payment.
If your Event Organiser has integrated their payment provider with Stripe, you will have the option to Pay by card, where you can enter your card details:
You may also have the option to checkout using Apple Pay/Google Pay. If so, select one of these options and follow the concurrent steps.
If your Event Organiser has integrated their account with PayPal, you will be prompted to either sign into your PayPal account or checkout as a guest.
💡 Please note: Bookwhen has removed the option to save your details for future use. You now have the option to save your details in a Wallet or Browser.
Offline payment
Before completing the booking, you must select the Agree offline payment terms tickbox to acknowledge that you agree to pay later.
Once selected, you can then choose Complete booking:
💡 Please note: This option is only available if your Event Organiser has enabled an offline payment option.
Creating a password
You may wish to create a password by selecting Set a password to save time the next time you book.
Booking on a mobile device
Booking on your mobile phone is the same process as booking on your desktop, with the layout scaled to fit your screen.
Double-bookings
Double-bookings are verified against the 'attendee email', meaning that lead 'bookers' can make multiple purchases using different attendee emails.
For example, you can add the same email under 'Booking details' for multiple bookings of the same date/time/event:
The attendee email must differ per booking. Otherwise, the system will flag it as a 'double-booking' as it 'assumes' that the same attendee is attending twice.
You can change the attendee email details by selecting Change attendee on the right-hand side:
💡 Please note:
Bookwhen will never ask you for an 'account name', 'sector', or 'timezone' to complete a booking. If asked, you have strayed onto the Bookwhen software page (for Event Organisers) and should navigate to the booking link.
Event organisers are responsible for the handling of payments and refunds. As Bookwhen is the software provider solely used to host the organiser's events, all payments are processed using the organiser's personal/business account. This means the Bookwhen team does not have the right to access these payments because of privacy, and you will need to contact the event organiser if you have any questions about your booking.
💬 Any questions? Please reach out to your Event Organiser directly.