Bookwhen

Anni

Jo Potts

How to collect, access, and use information about your customers and their bookings

Bookings & Attendee Management

Learn the workaround on approving bookings

Approving bookings

Definition of complete booking, checkout booking and cancelled booking

Booking statuses explained

Learn a workaround on how to cancel or transfer a single date within a course entry

Cancelling or transferring a single date within a course

How to add Link.co as a payment option for your bookers

Link Payments

Adding bookers manually

Why your event may temporarily show as sold out even if there is a space available

Checkout reservation periods

How to set up reminders emails, so they work best for you and your bookers

Reminder emails

Useful if the customer deleted the email, their email address was incorrect or your event has changed.

Resending confirmation emails

Flagged bookings

This article will help you manually set up your bookers' passes from your original booking software.

Transferring old pass bookings to Bookwhen

Gemma

Bookings

Gather consent, dietary requirements and other information about your bookers with customisable booking form fields

Booking forms

An explanation of the available field data types and how you should use them

Understanding booking form fields

Understanding special booking form fields

Special fields

Ensure that you receive booking form field answers in your required format by using regex

Using 'validated format' fields

How to protect a child's data and conform to regulations such as the GDPR

Setting up booking forms for children's activities

How to add a waiver, T&C's, privacy policy or any other document that requires consenting to during booking

Adding an attachment to your booking form

This article covers adding a health questionnaire to your booking form, so you have a record before class.

PAR-Q and health questionnaires

How to ask your bookers whether they consent to your privacy policy or marketing emails

Adding GDPR consent fields to your booking forms

Booking Forms

Learn how to edit the list, monitor attendees and mark no shows within Bookwhen

Attendee List

Learn how to send a welcome email to your new bookers

Send a welcome email to new bookers

How to access booker details, including booking history and pass information.

Customer profile page

How to navigate, run searches and export from the customer list

Manage bookers and attendees with the Customer List

How to edit what data is displayed and export data from the Attendee list

Editing and exporting the Attendee List

How to amend the information provided by bookers

Editing Attendee details

What to do if you need to modify an email address that was entered incorrectly or needs to be changed

Changing a booker's email address

How to update a booker's email address when marked as invalid

Fixing an invalid email

How to gather email information when you plan to use it in an external email marketing service (Mailchimp, Constant Contact, etc.)

Exporting email addresses to an email marketing service

Why unique attendee emails are asked per ticket booked and how to avoid this

Unique attendee emails

Customers & Attendees

Access booking information and export booking and attendance reporting

Search, view and export booking or attendance information

What to do when you experience slowness when exporting reports

Slow loading exports

Learn how to send a nudge email to bookers holding an expired or used-up pass

Sending a follow-up email to bookers with expired or used-up passes

Feed data from Bookwhen into other systems using .csv files

Exporting data to .csv files

Reporting

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