About Bookwhen

Bookwhen is a cloud-based scheduling application suitable for small to midsize businesses. It offers online scheduling and booking features, waitlist features and integrations with payment portals. It is designed to work on desktop and mobile devices.

Along with standard online booking features, Bookwhen allows users to select and pay for multiple bookings at once. Users can set the amount of time potential customers have to claim a booking once it becomes available and restrict when open bookings appear to customers.

Users can attach documents to events, configure various field types such as drop-down menus and validation fields, and automatic reminders are sent to attendees. Payment can be required upon confirming a booking or at a later date, and s...


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Supported Operating System(s):

Web browser (OS agnostic)

110 Reviews of Bookwhen

Average User Ratings

Overall

4.84 / 5 stars

Ease-of-use

4.5

Value for money

5.0

Customer support

5.0

Functionality

4.5

Ratings Snapshot

5 stars

(92)

92

4 stars

(18)

18

3 stars

(0)

0

2 stars

(0)

0

1 stars

(0)

0

Likelihood to Recommend

Not likely

Very likely

Showing 1 - 5 of 110 results

March 2018

Carl from College of Haringey, Enfield and North East London

Verified Reviewer

Company Size: 1,001-5,000 employees

Industry: Education Management

Time Used: More than 2 years

Review Source: Capterra


Ease-of-use

5.0

Value for money

5.0

Customer support

5.0

Functionality

5.0

March 2018

A truly 5-star Booking System *****

We ran a successful Parents' Evening that was supported by an excellent product.

Pros

The software is great and does exactly what you would expect from a booking system. It is extremely easy to navigate for both an administrator and from a users perspective. As well as the basic features you can also get the bells and whistles depending on your plan (at a more than reasonable price). We have managed to run our parents' evening event for a College in Central London at what quite frankly is an unbeatable price compared to other solutions out there. Parents making the booking commented that it was easy to book and administrators explained that it had saved them hours of work collating bookings. It also allowed us to take bookings right up until the last minute. It literally took 5 minutes to export our bookings to tell the teachers who was coming to their session. However, the best thing is not the software, don't get me wrong the software is great but it is the service and support that makes this the product of choice. Thank you for your support and a great product.

Response from Bookwhen

Replied March 2018

Thanks for the amazing review, Carl! I'm really happy we turned out to be a good solution for your parents evening. Looking forward to welcoming you onto the system for more of your needs at the college in September (we also handle course registration/inductions really well too). Thanks from the Bookwhen team :)

December 2019

Kat from Sew in Brighton Sewing School

Company Size: 2-10 employees

Industry: Arts and Crafts

Time Used: Less than 12 months

Review Source: Capterra


Ease-of-use

5.0

Value for money

5.0

Customer support

5.0

Functionality

5.0

December 2019

Delighted and relieved to have found Bookwhen

Very happy. Breath of fresh air Can finally make a profit as this is a simple affordable booking system (ie I also pay my admin assistant fewer hours to manage it!)

Pros

I find it easy to use as it's simple. It offers all the functions we need to run our regular (6x a week) classes with bulk pre purchase Class Passes as well as workshops. It's very quick to add or remove dates. The staff are quick and helpful if we have any questions The price is a huge relief after paying a giant bill for Mindbody for a few years when we didn't really need most of its functions. Bookwhen just gives what we need at a price we can afford being a very small business with a low profit margin. If you're a bigger business there are different pricing tiers, also good value compared to Mindbody

Cons

That once you have students booked on a class you can't change the time yourself. But the Bookwhen help desk will do it for us so it's OK, very tiny issue! I didn't realise for last 7 months that I could have more than 6 courses. I thought the middle price was needed and in fact I only needed the lower price and could have as many courses as I wanted. This is obviously fantastic news, but I'm just gutted I paid £20 a month extra from May to Dec 2019!! However, its still WAY better than Mindbody pricing at any price so letting that go, ommmmm

Reasons for Choosing Bookwhen

Booking live didn't have the class ticket features and others, seemed more complicated and was more expensive I'm pretty sure we looked at another one but have forgotten what it was!

Response from Bookwhen

Replied March 2020

Hi Kat, thank you so much for leaving us such a wonderful review! I'm sorry it wasn't clearer earlier how you could use our schedule pages, but glad it's sorted now and you're making full use of your subscription! If anything else is unclear, you know where to find us :-) - Jenny

November 2018

Bradley from Southend YMCA

Verified Reviewer

Company Size: 51-200 employees

Industry: Sports

Time Used: More than 2 years

Review Source: Capterra


Ease-of-use

4.0

Value for money

5.0

Customer support

3.0

Functionality

3.0

November 2018

Helped for a good period of time

Pros

Simple and works well on a laptop and mobile devices.

Cons

Was promised a lot, most membership options however after waiting and being assured it was "one the way" never happened despite promises. Had to move elsewhere.

Response from Bookwhen

Replied December 2018

Hi Bradley! Thank you for taking the time to review Bookwhen, we really appreciate your feedback and are always looking at where we can improve, with memberships being one of those areas! Memberships are a big priority for Bookwhen in 2019 and we're committed to delivering them then. Jenny

June 2020

Joel from Split Second Media

Company Size: 2-10 employees

Industry: Marketing and Advertising

Time Used: Less than 6 months

Review Source: Capterra


Ease-of-use

5.0

Value for money

5.0

Customer support

5.0

Functionality

5.0

June 2020

Excellent Online Reservation System

Overall we love Book When. It is a great product at a solid price. I can't recommend them enough.

Pros

Man, we were so happy to find BookWhen.com. We had an immediate need to apply a software reservation system for a client and manage it for them. They were starting from scratch and didn't have anything in mind. We looked around are really loved BookWhen.com. The software is easy to use, the implementation for our first event took less than 30 minutes total, that is with us learning how it worked to getting the links online where our users could reserve tickets for our event. It integrated perfectly with Stripe payments which we were already using. Payments taken through it worked perfectly.

Cons

We can't find an easy way to take a deposit payment for an event and then have the user pay off the balance at a later date. The only way we have found to do this so far is to either create a "deposit event" and then a hidden pay your balance event, or we ask the user to make a payment through our standard gateway form. While not a huge issue it would be nice to have one payment and page where a user could see their event, along with any deposit(s) they had posted and the remaining balance.

Response from Bookwhen

Replied September 2020

Thank you for your feedback Joel! The deposit feature is something we'll be hopefully working on in the future so keep your eyes peeled :-) Jen

November 2019

Andrea from Minding each moment

Company Size: 1 employee

Industry: Health, Wellness and Fitness

Time Used: Less than 2 years

Review Source: Capterra


Ease-of-use

4.0

Value for money

5.0

Customer support

5.0

Functionality

4.0

November 2019

Great for a small business!

My overall experience is positive. Bookings have increased, admin time has decreased and the chat support provided by BookWhen has been quick to resolve issues.

Pros

For me the greatest advantage is that it has given me more time. Doing all the bookings myself and the emails back and forth and trying to workout payment methods was very time consuming. Now I receive fewer emails to respond to with most customers just booking on and choosing to pay online. I feel that bookings have also increased since having the BookWhen system.

Cons

I'm not very good with using technology and it's taken me a bit of time to get my head around how to set up the BookWhen features and use them. I find that for me it's often a lot of trial and error. However, I do frequently go to the support section to read the articles which are most often quite helpful. I do wish that the forms section was more sophisticated. I tried using attachments for my forms - however customers rarely print them off and bring them to class. Paper forms is something I'd really like to get rid of.

Reasons for Choosing Bookwhen

Mindbody had more features than I needed and is expensive - seemed more suitable for larger business. I really liked the forms feature of Vagaro - and that nearly swayed me; but it also had a cost that I felt I couldn't justify for my very small business. Bookwhen covered everything I needed for my small business and at a reasonable cost.

Response from Bookwhen

Replied December 2019

Hi Andrea, thank you so much for leaving us such an honest review! It's nice to learn you've got less admin and more bookings since using Bookwhen :-) We're sorry to hear it took you a while to get up to speed - do make the most of our support team, as we're always happy to help out! Regarding your forms, we'd love to chat further to see if it would be a possibility to recreate your form file as booking fields instead. Please do get in touch if this is still an issue. Best wishes, Jenny