You can use the Bookwhen Vimeo integration to host your pre-recorded Vimeo videos so that your bookers can only see them after they have booked. 

You can restrict how long bookers have access to the video - for the event duration or forever.

This article covers:

Setting up the Vimeo integration

To enable Vimeo, firstly head over to Settings, Integrations, then select View integration and Enable integration:

Embedding a Vimeo video

Adjust privacy settings (if making video private)

Following these steps will ensure only your bookers can access your Vimeo video, which is not accessible on Vimeo directly. You only need to do this if you don't want your video to be accessible generally on Vimeo. If not, you can go straight to the next section.

💡 To note: The feature to make videos private uses Vimeo's domain-level privacy feature, which is only available on one of their paid plans.

  • Select the video and adjust the privacy settings under Privacy (which can be found in the top right-hand corner).

  • In the Where can this be embedded? field, select Specific domains, enter '' and select the '+' symbol to add. Then Save your changes.

Finding your Vimeo video ID

We need the Vimeo video id to add the video to Bookwhen. You can find the id in the Vimeo URL for your video -

The numbers after '.com/' in your URL are your video id. In the example above, the ID is 328676025. If your video is private, additional characters will be after the ID number, e.g. The ID is only the numbers shown in bold, and you should disregard anything after the second /.

When you're ready to add the video to Bookwhen, copy the id number.

Adding your video to a secure event page

To add your video to an event page, you first need to select it from your Schedule and Add joining information (or Event specific information if you have set a physical location) in the Edit entry menu -

Then paste the Vimeo video id into the 'Video ref.' section.

The Allow ongoing access after the event? field will determine if the video is accessible indefinitely for ticket holders or only for the duration of the event (which you set in the Dates & times section of your entry).

If you do not allow ongoing access, all videos will have a 15-minute buffer after the end of your event, during which the video will still be accessible.

How bookers can view the video

Your bookers can access your video from the start time of your event by following the View event details button in their confirmation email (or after viewing the booking, if they have logged in) -

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