pickawhen

Let people book a place in your workshop

Use PickaWhen to collect workshop registrations when you have a fixed number of places. Offer one session or several dates, set the capacity and share the booking link. Each participant chooses an available session. You can check registrations on the organizer page and export the participant list.

Create a workshop booking pageTry a session booking

How to get started

  1. Set the sessions and places

    Choose the Workshop template or Fill a session. Enter the session length, capacity and available dates.

  2. Create the booking page

    Review the settings and select Create booking page. Share the participant link with the people who can register.

  3. Check the registrations

    Open your organizer page to review bookings, manage the waiting list and export your participant list.

Example: offer two sessions with ten places each

Start with the Workshop template. It sets the session length to 60 minutes and the capacity to ten people. Choose two dates and a start time for each. The booking page then offers ten places in each session, so up to twenty people can register across both dates.

If people should attend only once, set the booking limit to one per person. Add the workshop location and any preparation instructions in the event details. Check the dates, time zone and capacity on the review screen before creating the page.

Handle a full session and cancellations

Enable the waiting list if you want people to register interest when a session is full. When a place becomes available, a waiting-list email can tell them to return to the booking page. The person still needs to complete a booking to reserve that place.

Participants can cancel through their private response link. Check the current bookings before preparing materials, and export the participant list if you need an attendance sheet. Keep the organizer link and exported contact details private.

Offer a weekly workshop through one link

For a workshop that runs every week, choose Keep this booking link after creating a session booking page. Verify the organizer email and set the weekly hours in My planning. For example, offer a 60-minute workshop every Thursday from 18:00 to 19:00 with ten places and a 28-day booking window. One permanent link then shows the upcoming Thursdays.

Check the preview, activate the page and share its new permanent address. Existing reservations keep their original dates and capacity. You can exclude holidays or pause new bookings. A per-person limit applies to future bookings across the permanent page, so choose it according to how often each person may attend.

Follow up on invitations

After creating the booking page, you can enable automatic reminders for invited people who have not responded. Sign in with the organizer email, add a private list of invitee emails and choose the interval and maximum number of reminders.

These reminders ask people to respond to the invitation. Booking a place, joining the waiting list or replying that no times work stops them for that person. They are not reminders shortly before a booked workshop. A recipient can also stop reminders using the link in the email.

Invitation reminders belong to the original fixed-date booking page. Activating a permanent booking page stops reminders for that original link.

Create a schedule from text

Try one of these requests in the AI scheduling chat. These previews are illustrations. The chat creates a fresh plan for your dates, which you can check and edit before creating your poll or booking page.

Workshop sessions

Set the session length, capacity and booking deadline in one request.

Example request

Create workshop sessions next Tuesday from 2 to 4 pm. Each session lasts 60 minutes and has 10 places. Each person can book one session. Bookings must be made at least 24 hours before the session starts.
Try this prompt

Opens the chat with this text. You can edit it before sending.

Illustrative preview

Next Tuesday

2 sessions, with 10 places in each.

  1. Session 114:00–15:00
  2. Session 215:00–16:00
  • One session per person
  • Book at least 24 hours before the session starts

Common questions

Can I first ask which workshop date suits everyone?

Yes. Start with a group scheduling poll to collect availability. Once you choose a date, create a separate workshop booking page if you need to limit registrations.

Do participants need an account?

No. Participants enter their name and email when they book. Their private response link lets them return to their booking.

Can I show workshop bookings on my website?

Yes. Create and activate a permanent page for your weekly workshop, then open More sharing options and choose Add to your website. Enable the widget, allow your website address and save the settings. Copy the embed code into your site. For example, your club website can show the next Thursday workshops and their remaining places. People book through the same service and receive the normal confirmation. You can disable the widget later while keeping the regular booking link available.

Create a workshop booking page