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Adding attendees manually

How to manually book attendees onto your events

Anni avatar
Written by Anni
Updated over a week ago

If you accept bookings in person, over the phone or through other channels, you may want to add attendees to your events on Bookwhen to record their details and reflect the event capacity correctly.

This article covers:

How to manually book on behalf of a customer

You will follow the same booking process as your customers. However, you must log in to your Bookwhen account as an Account Owner or a Schedule Manager. Logging in ensures we recognise this as an 'admin booking'.

  1. Then head over to your public page by selecting View public page within your Scheduling page:

  2. Add the relevant tickets to the basket and proceed with the booking by selecting Book now:

  3. As an admin, you can skip mandatory booking fields to complete the booking. We recommend that you enter the Main booking contact as the customer for better identification, and this means they will also receive the booking confirmation email.

To do this, select the drop-down menu:

Search for the email address by typing in the correct email address into the box and selecting it:

Then select Use selected.

Alternatively (if the customer hasn't made a booking), you can select the Someone new box to add the email address into the Booking contact field before continuing:

πŸ’‘ Please note: The dropdown list only shows customers who have made a booking in the last 24 months.

5. The payment will always be optional. You can enter an online payment for your customer, record payment by another method, or leave the booking cost unpaid.

6. If you have card details to take payment for the customer, you can do this by selecting Pay by card:

7. If you have already received payment by another method, you can select Yes under Record payment now? field, where you can choose the payment type and the amount received and record an admin note if required:

8. To complete the booking leaving the payment to be completed later, select the Record payment now? field as No, then Complete booking.

✨ Learn more about recording a payment.

πŸ’‘ To note:

  • After completing the booking, you cannot add more details, including filling in form fields or changing email addresses. To correct any information, we recommend you cancel the booking and re-book as an admin, entering the correct email address.

  • Find out the differences between bookings completed by an admin/team member and those by your customers here.

Booking multiple attendees in the same booking

There may be occasions where you need to book multiple attendees in the same booking, for example, a friend group or family.

To do this, add all of the relevant tickets to your basket and follow the steps outlined above. During checkout, you'll have the option to select the 1st Attendee from the drop-down list (for pre-existing customers), or you can add Someone new:

Once selected, you can choose the 2nd Attendee:

You can then review an overview of the attendees you have selected. If you have made a mistake, select Remove attendee to start again. Otherwise, you can proceed to checkout:

Booking on behalf of a Pass or Membership holder

If you need to book an event on behalf of a Pass or Membership holder, you'll need to ensure you select their email address at checkout to redeem a use from the pass or membership offer.

To do this, ensure you select the relevant email from the drop-down list in both the Main booking contact section:

πŸ’‘ Please note: The dropdown list only shows customers who have made a booking in the last 24 months.

And the Attendee details section:

✨ You can then continue with the normal checkout process, as highlighted above.

How to book customers onto past dates

If you need to book a customer onto an event that has already passed, you'll need to push back the date on your public page.

To do this, select the blue date in the top left-hand corner of your schedule:

Then select a past date, using the arrow to push back the date:

Once selected, your entry appears in the schedule list below. You can then proceed with your booking as normal.


We verify double bookings against the 'attendee email', meaning that lead 'bookers' can make multiple purchases using different attendee emails.

For example, you can add the same email under Booking details in checkout for multiple bookings of the same date/time/event:

The attendee email must differ per booking. Otherwise, the system will flag it as a 'double-booking' as it 'assumes' that the same attendee is attending multiple times.

You can change the attendee email details by selecting Change attendee on the right-hand side:

How an admin booking appears

When you book on behalf of a customer, the booking appears slightly different from a customer booking.

For example, in the screenshot below, there are two titles - Booked by and Contact.

  • Booked by highlights the admin who booked on behalf of a booker/attendee

  • Contact highlights the customer details:

Admin booking note πŸ’‘

There are a few actions that you (the admin) can do that your customers can't. These include:

  • Being able to book attendees onto past dates

  • Skip booking form fields such as attendee information

  • Skip payment (and record later)

  • Override booking restrictions such as timeframe restrictions. For example, when you 'close' a ticket at a set time before the event starts

πŸ’¬ Any questions or feedback? There are two ways to get in touch:

Thank you! πŸ•Ί

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Tags: Adding, bookers, manually, book, manual, add, booking, bookings, booker, admin

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