Skip to main content
Approving bookings

Learn the workaround on approving bookings

Anni avatar
Written by Anni
Updated today

While we don’t currently offer a feature to approve bookings before they’re finalised, you can achieve a similar outcome by using a password-protected entry and an 'approval' entry together. Once you have vetted the customers, you can then provide them with the passwords for the appropriate entries.

This article covers:


Setting up your entry

To create a new 'approval' entry, select Add a new entry from your scheduling page:

Adding an explanation in the event details

It’s a good idea to add an explanation in the Information tab under Description to explain its purpose. You can also include details about the password-protected entry and any T&Cs or guidance for customers on where to apply.

For example: "Before you can complete a booking, we require you to fill out mandatory pre-qualifying questions. Once completed and approved, we will send you the relevant passwords for booking on our site":

Information tab of the entry settings with the 'Description' field highlighted

Adding a confirmation in the booking confirmation message

It’s also good practice to add a message in the booking confirmation message, as this helps customers understand how long they will need to wait for the decision.

To do this, select the Information tab, scroll down to the Booking confirmation message field and type in your message.

For example: "Thank you for submitting your answers. We aim to contact you within 1-2 business days with the decision and passwords."

Information tab within the entry settings with arrow pointing at the 'Booking confirmation message' box.

Setting a duration

Then, depending on whether you want to password-protect all your entries or just one specific event, you'll need to set the appropriate date/time.

For example, if you're protecting a singular event, you can set the duration to match the event's date and time. However, if it's for the entire page's registry, you might prefer to set it as a '365-day' event so it stays at the top of your page for a year.

Dates & Times tab of the entry settings with arrow pointing at the 'Duration (in days)' field

Ticket Setup

Next, select the Tickets & Costs tab and name your ticket. For example: "Register your interest". Then set the ticket cost to No cost:

Ticket & Costs tab of the entry settings with arrow pointing at the 'No cost' ticket cost option.

Booking Form Setup

Select the Booking form tab to tailor the information you'd like to gather from each customer. Use the Set & reorder fields to adjust the order in which the fields display during checkout and set any mandatory fields.

Examples of useful fields to include in the approval entry booking form:

  • Full name.

  • Attendee email.

  • T&Cs.

  • Consent to capture understanding and/or keeping the password private if approved.

  • Add a booking form field asking your customers to specify which entry they need approval for (if you require approval for multiple entries).

Once completed, select Save or Save & Exit.


'Protected' entry

It’s also helpful to outline the process within your protected entries. This can reduce confusion for new customers trying to book your events.

To do this:

  1. Add a new entry or select the entry you'd like to edit, then Edit entry:

    Scheduling setup with an arrow pointing to the 'Edit Entry' button.

  2. Select the Information tab. In the Description field, add your explanation. For example: If you are interested in booking this event, please book the '⚠️ Approval application'. Once we can determine your eligibility, you will receive the password to book this event.':

    Information tab within the entry settings with arrow pointing at the 'Description' field.


Password protecting your entry

Password-protecting your entry means customers must enter this password to complete their booking. You must manually password-protect each entry that requires pre-approval before booking.

To do this:

  1. Add a new entry or select the entry you'd like to edit, then Edit entry:

    Scheduling setup with an arrow pointing to the 'Edit Entry' button.

  2. Select the More options tab and type the password in the Private booking password field:

    More options tab of the entry settings with arrow pointing at the 'Private booking password' field.

💡 To note: Passwords are case-sensitive, including any spaces.


Adding an alert message to your page

To help clarify the process for your customers, you can add an 'alert' message to your public page.

To do this, open your public page, then select Customise Page in the top right-hand corner:

Public page with arrow pointing at the 'Customise page' option

Scroll down to the Alert message field to add your messaging. For example: "All events are password protected. To gain access, please complete 'Approval application' by adding the ticket to your basket and filling out the qualifying questions, before completing the 'booking'.":

Customise page screen with arrow pointing at the 'Alert message' field.

This message appears at the top of your public page:


💬 Need extra help?

  • For the quickest response, contact us via live chat on our homepage or your account. Buddy, our trusty chatbot, will assist first and pass you to a support team member if needed.

  • Prefer email? Send us an email instead.

Thank you! 🕺

Did this answer your question?