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What is a Scheduling page?

This article explains the purpose of a scheduling page and its key features.

Anni avatar
Written by Anni
Updated over 2 weeks ago

A scheduling page on Bookwhen is where you create events to display on your public page, allowing customers to view your offerings and book. Depending on your plan, you can set up multiple scheduling pages, each linking to a unique public booking page.

This article covers:


How to access your scheduling page

To access your scheduling page(s), select Scheduling from the left-hand menu on your account:

Scheduling screen with arrow pointing at the scheduling section in the admin menu

If you have multiple pages, these will be listed under the main Scheduling title. You can re-order them if necessary.

💡 To note: Changes to your schedule are "live", meaning they immediately reflect on your public booking page(s).

Adding a new schedule page:

  1. Check you are on an eligible plan (Standard and above).

  2. If eligible, select Settings from the left-hand menu, then Schedule pages:

    Schedule page screen with arrow pointing at the 'Schedule pages' option within the 'Settings' menu

  3. Select the Create a new schedule page button in the top right-hand corner:

    Schedule pages screen with arrow pointing at the 'Create a new schedule page' button

  4. Fill out the relevant details, such as Name and Public page URL, and if you have another schedule page that you'd like to use as a template, select the Use existing schedule as template checkbox:

    Use existing schedule as template checkbox highlighted

  5. When you're ready to create the page, select Create page:


An example scheduling page

The page format displays the schedule list on the left-hand side, organised by date and time, and event details on the right when you select an entry.

Scheduling page example with the left and right sides highlighted

💡 Only team members with granted access can access your scheduling page(s). Learn more about the different access levels for team members.


Key features on the scheduling page

Creating a new entry

An entry is a listing on your schedule that represents an event, class, or session. Adding entries to your schedule creates bookable events for customers, allowing you to set dates, times, ticket options, and other important details.

To add an entry to your schedule, select Add a new entry on your scheduling page:

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


Filter to a past or future date

Filtering by date helps you quickly find past events or check upcoming ones on your schedule. To do this, select the date in the top left-hand corner of your schedule list, then choose a date from the calendar pop-up.

Scheduling page with arrow pointing at the hyperlinked date with calendar pop-up


Further filtering

You can use filters in your schedule using specific Tags, Entries, Locations or Leaders to help you find the entries easier.

To do this, select Filter items at the top of the scheduling list:

Scheduling list with arrow pointing at the 'Filter items' hyperlink

Then, add any specific filters in the TagsEntriesLocations, and Leaders fields, and select the Expand courses checkbox to unbundle your course entries. This will allow you to review each date within the course separately.

Filter items screen with arrow pointing at the filter fields

Expand course setting example:

Bundled:

The bundled view shows only the next date on the course on the left side of the screen. When selected, all dates on the course show under the dates section to the right of the scheduling page:

Scheduling page showing an entry and all dates in the course

Expanded:

The expanded view lists all course dates on the left side of the screen, allowing you to select each date individually:

Scheduling page showing an entry and all dates in the course


Edit an entry

To edit your entry settings:

  1. Select the entry from your scheduling list, then Edit entry:

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

  2. You can edit information within the Information, Location, Dates & Times, Tickets & Costs, Booking form and More options tabs:

💡 Please note: Any changes you make within these settings will apply to all events listed in the Dates & Times section on the entry.


Changes to single events

Select the drop-down arrow next to Edit entry to review a list of actions specific to the selected event date/time, rather than the entire entry:

Scheduling list with arrow pointing at the drop-down menu next to 'Edit entry'

Actions available in this menu:

  • Event-specific information: Update details for this event, including capacity, attendee information, location, and event leader.

  • View bookings list: Check the list of bookings for this event.

  • View attendees: View and register attendance.

  • Unpublish this single event: Hide this event from the public booking page.

  • Cancel event: Cancel the selected event.

  • Change event date/time: Reschedule the event.

  • Remove this single event: Delete this event from the schedule.


💬 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! 🕺

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