Booking System FAQs

These FAQs are for our booking system, for which we use an app called bookwhen.

Quick links

• Your bookwhen account – to check remaining class passes, manage cancellations etc.
• Bookwhen help centre – in-depth help articles on how to use the booking system.
• Drop-in and class pass prices – including information on concessions, community pricing and intro passes.
• Terms & cancellation policy – cancellation and refund policies for drop-in classes and workshops.

1) How do I book a class?

Go to the timetable, select the class, choose your ticket type (standard / concession / community where available), then check out.

2) Do I need a Bookwhen account?

Bookwhen automatically records your bookings and any passes against the email address you enter at checkout.

If you want to log in later to view passes, vouchers and bookings, go to the Bookwhen customer login. Enter your email address and use ‘Forgotten your password?’ if you have not previously set a password.

3) How do I cancel a booking?

You can cancel in either of these ways:

1. From your confirmation email: open your booking confirmation and click the manage booking link in the email.
2. From your bookwhen account (see FAQ2): Log in → Events → select the booking → Manage → Cancel

If you can’t see the cancel option, it is usually because you are inside the cancellation window. For classes, cancellations close three hours before the start time. If you cancel in time, card payments will be refunded to your payment card within 14 days, and class-pass credits will be returned to your Bookwhen account. Further information, including the specific terms for workshops, is available in our terms and conditions.

4) How do I buy a class pass?

Open the Bookwhen Passes page, choose your pass and add it to the basket. Bookwhen will ask you to add at least one eligible class ticket before checkout. Select the class you want to attend first, add the eligible ticket and then complete payment. The pass validity period runs from the first booked event.

Use the same email address when you buy the pass and whenever you book a class. This is how Bookwhen finds and applies your pass.

Yogasara’s pass validity and conditions (e.g., duration from first use, non-refundable, not transferable) are here.

5) I bought a pass—how do I see how many classes I have left?

This can’t be viewed on the timetable on the Yogasara website. Log in to your account instead (see FAQ2) to view remaining passes.

6) My pass isn’t applying – what’s the usual cause?

First check that you are using the same email address that you used to buy the pass. Then check that the ticket you selected is eligible for that pass and that the pass has not expired or used all its credits.

If the pass still does not appear, email info@yogasara.co.uk with the email address used to buy the pass and your booking reference. Please do not buy a second pass while you are waiting for help.

7) How do ‘community’ and ‘intro’ tickets/passes work?

See this page for more information

8) How do vouchers work, and can I gift one?

Yes you can gift our vouchers, to purchase/gift a voucher do the following:

• Purchase a voucher from the vouchers tab. You will be emailed (1) a booking confirmation and (2) a voucher email with a PDF voucher.
• To gift it, forward the voucher email/PDF (or print it and give it to someone).
• Vouchers are code-based: anyone with the code can redeem it, even if they use a different email address. To redeem the voucher scan the QR code on the voucher, or enter the voucher code in the basket at checkout.

The amounts on our vouchers are designed to match our 5/10 class passes and drop-in class rates, so they can be redeemed for these items.