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Class Search Portal

What the Class Search Portal is and how this feature works

Gemma avatar
Written by Gemma
Updated over a week ago

Please note: The Class Search Portal is available only for Bookwhen admin accounts on a Linked Accounts structure.


This powerful feature enables your customers to search through all your Linked Accounts entries to find the event that is right for them.

This article covers:


What is the Class Search Portal feature?

The Class Search Portal is a powerful search engine tool connected to your HQ account. It allows your customers to filter results based on location, distance, and event type, helping them find the classes or events that best suit their preferences.

For example:

Bookwhen class search portal feature showing event location options, postcode and event type

To access your unique search portal, visit the link in this structure:
www.bookwhen.com/search/yourlinkedaccounthqname.

This URL is created by adding "search/" before the customisable part of your HQ account’s public page URL.

💡 Important:

  • The Class Search Portal is hosted on your HQ Bookwhen account. If you change the public page URL of your HQ account, the Class Search Portal URL will also change.

  • If you encounter a 404 error using the link, this usually means the Class Search Portal feature isn’t enabled for your HQ account.


How is it powered?

The Class Search Portal is powered by three key elements:

  1. Entries
    The entries added to scheduling pages across your Linked Accounts are the core of this feature. It pulls in any events that have been scheduled across all connected accounts.

  2. Tags
    Tags allow additional filtering options for customers, enabling them to search by specific "event types."

  3. Entry images
    Visual elements enhance the search experience. If no images are attached to an entry, the portal will default to an icon.

💡 To note:

  • By default, all entries from sub-accounts linked to your HQ appear in the search portal results.

  • As the HQ account owner, you have the option to prevent specific sub-accounts or schedules from appearing in the portal.

  • If you'd like to hide any pages or sub-accounts, please contact us to let us know.


Using the Class Search Portal

To get to the results page, your customer must select options from the filter options based on their needs.

Class search portal showing the event location, town or postcode, search within, event type and search button
  1. Event Location
    Choose from:

    • In-person

    • Online

    • Any type (combination of both in-person and online events).

  2. Town or Postcode
    Customers must enter a town or postcode, or select "use current location" to add their location.

  3. Search Within
    Specify a distance range (up to 600 miles) from the entered town or postcode.

  4. Event Type
    Based on the tags associated with an event entry, customers can select from a list of event types. If no event type is selected, it will default to All.

Once they have chosen from the options and selected the Search button, we will show them a results page such as the below example:

Publich page showing different events and book now buttons

Customers can re-order the results by distance (nearest) or time (soonest) using the Sort by function via the drop-down in the top right-hand corner.

They can also update their search parameters by using the filter fields on the left-hand search navigation.


💡 Best practice tips

To ensure that you get the most value out of this feature, you can follow these best practice tips:

  1. Tags on Entries:

    • Ensure consistency in tag usage to avoid a lengthy list of options.

    • As the HQ account owner, advise sub-accounts on using specific tags like "Beginner" or "Christmas."

    • Enhance the visual experience for customers by adding images to your events.

    • Embed the Class Search Portal on your website using an iframe.

    • Obtain the URL code by adding "/iframe" to your class search portal URL, e.g., bookwhen.com/search/linkedaccounthqname/iframe.


💬 Any questions or feedback? There are two ways to get in touch:

Thank you! 🕺

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