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":
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."
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.
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:
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.
You can add a new field by selecting the Manage booking fields hyperlink, which will redirect you to your Booking fields setup screen.
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:
Add a new entry or select the entry you'd like to edit, then Edit entry:
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.':
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:
Add a new entry or select the entry you'd like to edit, then Edit entry:
Select the More options tab and type the password in 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:
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'.":
This message appears at the top of your public page:
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