You can use the Bookwhen YouTube integration to host your pre-recorded and live YouTube videos in a way 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 YouTube integration

To enable YouTube, firstly head over to Settings, then Integrations, then select View integration, then Enable integration here:


Setting up your video

For both pre-recorded and live videos, we suggest using the 'unlisted' option, so the general public can't find the video via YouTube. Here's an example from the YouTube live setup.

We also recommend setting a scheduled time for the video, so you have a share link in advance, which you can paste into Bookwhen before taking your first bookings.


Embedding a YouTube video

You can now set your entry location as YouTube by selecting Edit entry on the schedule page, then Locations.

In the location settings, select Online event and create a new location named YouTube, as shown below:


Please note the system will apply this location name to all dates/times listed within this entry.

You will then need to locate your unique video code. For pre-recorded videos, you can find this either in your video URL, for example:

Or in your 'Share' options:

For YouTube live, it's in the share link:

💡 To note: You will only need the code, not the whole URL or embed string. An example is cZVIJbg9GLo, and the format will be similar to your video.

Paste this code into the online joining details for each of your events. You need to repeat this step for each date in your entry (if you have more than one).

Select your event on the schedule page, then the drop-down arrow next to Edit entry, and Add online joining details:

You can now select YouTube as the video provider and paste your code into the field as shown below:

By default, the video will be available to bookers from the event's start and indefinitely after.  

If you uncheck, Allow ongoing access after event? - the video will be available for your bookers to view from the event's start time until 15 minutes after the event ends. 

To view the embedded video, go back to the schedule and select the Online event button for that date:

The Online Event button will take you to the same page your bookers will gain access to after they complete their booking:


Embedding videos into your course dates

Once you have embedded a video that will appear on your first-course date (follow the instructions above), you can also set up other videos to appear on subsequent course dates. This means videos will only become available when that course date opens up and allows you to stagger them accordingly.

To add a new video to your second-course date, head to your schedule and select Attendees next to the course date and time as shown.

This will open up the attendance sheet for that specific date. You must head to the drop-down menu under options, and select Add online joining details / event-specific information. Please embed the video as you did for the first-course date.


How bookers can view the video

Once your bookers have made a booking, they will receive a booking confirmation email. Within the email, there will be a grey button that they can select to view the event page with the embedded video:

Before the event, that page will not allow the video to be accessed:


Once the event has started, the video will be visible to bookers on that page:


Removing the YouTube integration

If you no longer want to use this integration, you can go to your admin site and select Settings, then Integrations. Select to view the YouTube integration page to disable the integration and remove YouTube as an embedding option.


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