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FAQ: Transitioning to Bookwhen
FAQ: Transitioning to Bookwhen
Anni avatar
Written by Anni
Updated over a week ago

Switching to a new booking system can feel overwhelming, but we’re here to help. This guide answers common questions about moving to Bookwhen, from managing your customer database to transferring passes and communicating with customers. With these tips, you’ll ensure a smooth and successful move.

This article covers:


Managing your customer database

Q: How do I transition my customer database to Bookwhen if there's no migration/import option?

You can set up a “transition sign-up” event, where customers can provide all the necessary details during registration. Be sure to create a tailored booking form and include a free ticket option for this process.

This approach allows you to:

  • Capture the customer information you need.

  • Keep your customer database up-to-date.

  • Enable customers to create their own accounts for future bookings.

For example, customers would select the event from your schedule, add the ‘Registration’ ticket to their basket, and follow the checkout process to complete their registration.

Public page example with ticket section of the 'Transition sign-up' entry highlighted, showing users the area which customers will select tickets to register.


Setting a cut-off date or handling credits

Q: What should I do if my current system includes credits?

It's a good idea to set a cut-off date for your current system and ensure all credits are accounted for. If you can't transfer credits directly, you may wish to offer customers passes, discount codes or vouchers on Bookwhen. This keeps the transition seamless and fair for your customers.


Importing Stripe members

Q: How do I import members from Stripe into Bookwhen?

You'll first need to ensure you have integrated your account with Stripe. Then, you can manually add your existing Stripe customers into your Bookwhen system.


Transferring Passes

Q: Can I transfer passes from my current system to Bookwhen?

Yes, Bookwhen allows you to manually set up passes for customers. This can replace any memberships or passes from your previous system, ensuring they retain their booking privileges.


Creating a "Welcome Pack" for customers

Q: How do I onboard my customers effectively after transitioning to Bookwhen?

Creating a "Welcome Pack" for your customers is a great idea when introducing them to a new booking system. This could include links to the Booker Help Centre, instructions on using their new accounts, and how to book their first event. This ensures a smooth customer onboarding experience. 🚀


Best practices for communicating the transition

Q: How should I communicate the transition to my customers?

Clear, timely communication is essential. Be sure to notify customers in advance, explain why the change is happening, and highlight the benefits. You can also offer support throughout the process, such as email updates and FAQs, but remember to stay GDPR compliant.


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

Thank you! 🕺

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