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Approving bookings

Learn the workaround on approving bookings

Anni avatar
Written by Anni
Updated over a week ago

Although we don't currently offer a feature to approve bookings before they are finalised, there is a great workaround that allows you to set up a password-protected entry and an 'approval' entry that you can use to work alongside each other.

Once vetted, customers could be provided with the passwords for the corresponding entries.

This article covers:

Setting up your entry

To set this up, you'll first need to create a new 'approval' entry by selecting Add a new entry:

It's a good idea to add a description under the Information tab in the 'approval' entry to clarify what this entry is intended for and the protected entry to signpost your customer to where they can apply.

For example, the approval entry:

Protected entry example:

It's also good practice to add a message in the Booking confirmation message field within the Information tab, so customers understand how long they'll need to wait for the decision:

Then, depending on whether you'd like to password-protect all of your entries or just a singular event will determine the date/time you set.

For example, if it's for a singular event, you may make it at the same time as the standalone event. If it's for the general registry of your entire page, you may wish to set up a '365-day' event, so it sits at the top of your page:

The next step is to assign a name to the ticket under Tickets & Costs and make the 'ticket' No cost:

You can then tailor the information you'd like to gather from each customer under the Booking form tab. Here you can add new fields to the entry and set any mandatory fields:

πŸ‘‰ For example, you may create a booking form field asking your customer to outline which entry they require approval for (if you require approval for multiple entries).

Once completed, ensure to Save your changes.

Adding an alert message to your page

You may wish to clarify the messaging for your customers by adding an 'alert' message on your public page. To do this, select Customise Page in the top right-hand corner of your public page:

Upcoming events - Booking by Bookwhen 2023-10-25 at 8.10.02 pm

Scroll down to the Alert message field where you can add your messaging:

This message appears at the top of your public page:

✨ You can learn more information on posting an alert message here and how to add a filter button to your page to allow for easier navigation to the entry here.

Password protecting your entries

Password protecting your entry means customers must enter this password to complete their booking. You will need to protect any entries you wish to require pre-approval before booking.

To do this, head to the More options tab of each entry and type in the password under Restrict booking access in the Private booking password field:

πŸ’‘ To note: Passwords are case-sensitive, including any spaces.

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

Thank you! πŸ•Ί

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