Bookwhen Software


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 services such as PayPal, Stripe and WorldPay are supported.

Monthly and annual subscriptions are available. In-app chat and email support are offered.



83 Reviews of Bookwhen

Overall rating

4.80 / 5 stars

Filters:

Showing 1 - 20 of 83 reviews

January 2017

Kimberlee from ((BOUNCE))

Company Size: 51-200 employees

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

January 2017

BOOKING SYSTEM EXCELLENCE

I considered many different booking systems for my fitness business - but none of them offered the simplicity and user clarity that Bookwhen does. I can create recurring events with customer payment facilities attached easily, run detailed reports to understand booking trends, collect customer information for mail outs. Bookwhen even offers creativity to make the customer facing pages the same colours as my brand, upload my company logo, attachments, feature social media buttons etc. Bookwhen's own features even prompt me to gear my business in new ways: various ticket types offer the ability to sell to the customer in various avenues, without over-complicating things. Even when I wanted to offer a commission-based element to my business that they didn't already support, I approached the team to see if they would code something specifically to support my business needs and together we made it happen. This sort of service is second to none. The best part is that anytime I've ever needed support (which is a lot) I can use the instant chat feature, email and even call the support team to get approachable service and considered help. Within 2 years using Bookwhen my business had grown from a sole trader to a large limited company - without such a fluid booking ability for my customers this would have never been possible. The subscription price is competitive and the features and service are top notch, I fully recommend Bookwhen.

Pros

Its simple to understand, offers lots of features, its support team is always available.

Cons

Nothing.

Response from Bookwhen of Bookwhen Ltd

Replied January 2017

Thanks for the review, Kim! It's been so exciting watching Bounce go from strength to strength with bookwhen - you're scaling so fast now! A great partnership where you've really helped us with innovation on the software. All the best for 2017!

January 2017

Claire from Silver Island Yoga

Company Size: 2-10 employees

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

January 2017

The perfect fit

I spent months trying to find the perfect booking system to meet my needs. There were many good products on offer, but nothing that gave me what exactly what I was looking for...there was always a compromise somewhere. I then found Bookwhen and it was a perfect fit. It has revolutionized the way we operate our business. It is user-friendly, very easy to navigate both backends and for our guests and it has a great design/layout which matched the look and feel of our website. Bookwhen also offers quick and professional support whenever you need. I was able to share feedback, so when the new system was introduced with the new improvements, I felt that my feedback was taken into account and that we had grown together! It really is a fantastic booking system, our business is running at 100% occupancy and I feel that this is partly due to the ease of online bookings. We will be going into our 5th year with Bookwhen and I cannot recommend it highly enough.

Pros

Ease of use/very simple back end
User-friendly, clients find it easy to use and we have never had someone, not book due to the difficulty of the booking system.
Great design - Clean and neat
Does exactly what I need it to do
Excellent support

Cons

Nothing
I think it has more features than I am making full use of!

Response from Bookwhen of Bookwhen Ltd

Replied January 2017

It's always great working with you Claire - 5 years and still going strong! Hopefully you have some room free at some point this summer so we can visit your beautiful retreat!

June 2017

Kelsey from Central Square Computer Repair

Company Size: 2-10 employees

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

June 2017

Really flexible for a variety of businesses, useful for scheduling with different types of tickets

Super flexible. Schedule what you want, with the types of tickets you want, with the information you want without much fuss.

Pros

I like Bookwhen because I sought it out to deal with a client who runs a business that deals with pet transport adoptions. They coordinate a drive up from the south to New England every 2 weeks, and need to register all of the information about the animals (where they're going, their health records, etc) and also assure that each dog has an appropriately sized kennel on the van. It's a little confusing, but because of the nature of the business, it's really important that everything be done safely and efficiently. Bookwhen allows us to set up transports, register the dogs, and take down information not only on the rescue the dog is coming from but also their new home. I use Bookwhen for some other, routine businesses that need yoga classes or other things run, but ultimately what keeps me recommending them for scheduling is that Bookwhen works for complicated businesses who need to take in a lot of info from customers, customers need different "seats" (crate sizes) and sometimes other information at intake. Bookwhen allows for _all_ of it, which is the best possible scenario for us.

Response from Bookwhen of Bookwhen Ltd

Replied March 2018

Thanks for the review, Kelsey. It's great to hear our flexibility was put to good use. I think this is one of the unique uses for the system we have! Here's to many more years of transporting pooches :)

June 2017

Nicola from Bolton College

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

June 2017

Brilliant Bookwhen!

Pros

Its easy to use from both our perspective and the customer facing side of things. We've been using Bookwhen for a couple of years and it has completely changed the way we do things. Attendance lists are easy to create quickly but also to download and manipulate to suit our needs. We love the way you can send links to whole public pages or just specific events. The event reminders are a great help in ensuring people arrive for events or get in touch to say they aren't coming. Customer service is brilliant. We rarely wait more than 5 minutes for a chat response. They listen to our feedback and it been great to be able to influence improvements for ourselves and for other users.

Cons

There are a couple of things we'd like Bookwhen to be capable of but they are fairly minor and the company have already promised to add them to their development plan so I'm pretty confident we'll see changes over the coming months.

Response from Bookwhen of Bookwhen Ltd

Replied March 2018

Thanks for the amazing review, Nicola. Great to have a business such as yours on the system for many years - we couldn't do it without you! Yes - we always take feedback on board, keep it coming!

March 2018

Clare from ChannelGrabber

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

4 of 5

March 2018

A great little booking tool and all for free!

Helps us to stay organised when customers book in with us for webinars, consultations and online training sessions.

Pros

It has a simple interface where you can customise your event(s) and take multiple bookings or limit to just one booking per customer.

We use it to allow customers to book in for online webinars, consultations and training sessions.

We don't need to take any payment so I haven't used that part of the service.

It must be simple to use, as I've never had to reach out to their support team or even online documentation - it's all pretty self explanatory once you've had a poke around to familiarise yourself first.

Cons

It used to look a little dated but they recently got everyone on the old version to update to the new version (still free - yay) and it looks better now. It would be nice if you could customise the public facing page a little more, but for a free package, I'm not complaining!

Response from Bookwhen of Bookwhen Ltd

Replied March 2018

Thanks for the review, Clare! Great that you're over on the new system now, hope you're enjoying it!

March 2018

Carl from College of Haringey, Enfield and North East London

Company Size: 1,001-5,000 employees

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

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 of Bookwhen Ltd

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 :)

May 2018

Leonie from Sensational Cakes

Company Size: 1 employee

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

May 2018

Best Booking Software Ever!

It's easy to use, affordable, has great features and customer support is always great.

Pros

Not being very tech savvy, I find this system so easy to use.
I run a small home-based business so it's great that Bookwhen is not and expensive to have.
Excellent Customer Support.
It has all the features that I need.

Cons

I would say that the TROLLEY symbol should be bigger or a CART function needs to be applied as when some customers want to make multiple bookings, they don't always notice the trolley symbol near the class and so they book and pay for each class seperately. This causes an inconvenience.

Response from Bookwhen of Bookwhen Ltd

Replied September 2018

Hi Leonie, Thanks very much for this amazing review! Regarding the basket system, we've actually introduced a banner at the top of all booking pages with a live update on number of tickets and price, so I think this resolves the particular issue you raised :) It should be even clearer for your customers now! Thanks, Luke

January 2017

Brad from Southend Parkour

Company Size: 2-10 employees

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

4 of 5

January 2017

Great product, service and support.

I've been using bookwhen since its first iteration for my coaching business after looking around for the best balance of affordability and features. Throughout my use the support team has been there every step of the way, when I've found issues or got myself confused they've responsed FAST always looked into and solved my problems. They are contining to add features, refine service and with their newer version released just under a year or so ago, the system is a lot more polished, user friendly and has helped my business and delivery grow massively.

Pros

Support team are awesome, friendly user interface, explanatory back end. Responsive to ideas and features users need. Decent payment portal transfers and option. Discount features/options for users.

Cons

Back end could always have a few tweaks here and there. Mobile layout for block bookings could be a tiny bit clearer.

Response from Bookwhen of Bookwhen Ltd

Replied January 2017

Thanks for your review, Brad :) Wishing you all the best for your bookings in 2017!

January 2017

Lucie from Pellaris Baby

Company Size: 1 employee

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

4 of 5

Customer support

5 of 5

Functionality

4 of 5

January 2017

Fantastic Customer Service

The book when team are always on hand to offer fantastic help and customer service without making you feel inept! The 'new' version is very easy to use with a great looking customer interface. There are a couple of things that could be improved or added but the team are always welcome to feedback. Very happy and suits my small business perfectly!

Pros

Lovely interface, helpful staff and good value for money

Cons

Exporting lists to excel etc is untidy so end up having to do copy and paste which is dull and time consuming, hard to search back for particular customers e.g. by name.

Response from Bookwhen of Bookwhen Ltd

Replied January 2017

Hi Lucie, Thanks very much for your positive review :) To address your points: - We do have an attendee sheet function. I'm not sure if you're aware? This would save having to rely on booking exports from the system. - The homepage allows you to customise colour, header image, logo and add a title and text about your offering. You can also include business contact details in the footer. This is similar to business profiles on other websites. However if you think there's some more adaptability we could incorporate into the public page then please let us know. - In terms of monthly bookings you're a relatively light user of the system, so I'm surprised we haven't already offered you a discounted upgrade for the features you mention! Please get in touch with us and we'll sort this out :) Thanks, Luke

May 2018

Catherine from New Zealand Playcentre Federation

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

4 of 5

May 2018

Once you have learnt how to use it it is great

Pros

The capturing of data for enrolment means that parents do not have to write on the enrolment forms. We can easily see how many bookings we have and comunicate with them

Cons

The Waitlist function can't have an extra question the birth of your baby. We need this function to be able to see what other groups babies and their parents can join

Response from Bookwhen of Bookwhen Ltd

Replied December 2018

Hi Catherine, Thanks for taking the time to provide a review, we really appreciate it! Glad to hear that you are generally happy with Bookwhen. As I understand your point regarding the waiting list, you would like a qualification question so you can see if it is possible to book parents onto other events when their chosen one is not available? This is certainly something we could look into. We strive to continually innovate and introduce new features whenever we can so thanks again for your invaluable feedback!

November 2018

Kelly from Marketing

Company Size: 2-10 employees

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

November 2018

Great Product!

We schedule all of our companies events through Bookwhen and are very pleased with this software. The software is fast, reliable and easy to use and customize. Plus, the prices are great!

Pros

I like that Bookwhen is easy to use, allows for customization and is affordable.

Cons

We like just about everything about this software. The only thing we would change is allow for duplicate emails when registering guests.

Response from Bookwhen of Bookwhen Ltd

Replied December 2018

Hi Kelly, Thanks for taking the time to provide a review. Glad to hear that you are happy with Bookwhen! Thanks also for your comment regarding allowing duplicate emails when registering guests, I have passed this on to our development team for consideration. Your feedback is invaluable to improving Bookwhen so please do let me know if you think of anything else you would like to see.

January 2017

Tanya from Sheep River Health Trust

Company Size: 2-10 employees

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

4 of 5

January 2017

Bookwhen Software Rocks

As a small non-profit ticketing software can be overly expensive for our organization. Bookwhen offers a great product that meets our needs at an affordable price. There customer service is fantastic, they are very helpful and we found them to be quite responsive. They continue to add new features each year which has given us additional functionality. Highly recommend this product!!!

Pros

Ease of using the product.

Cons

There needs to be an easier way to manage people that are on the wait list. Both in terms of viewing a list of all people on the wait list without having to scroll through all bookings and in terms of contacting them and booking them into a different time slot.

Response from Bookwhen of Bookwhen Ltd

Replied January 2017

Hi Tanya, Thanks very much for your review :) Thanks for the feedback regarding the waiting list. The function works really well for the vast majority of our customers, but I can see how things would be a bit trickier in your case as you had around 40 appointment slots per day. You're welcome to get in touch as we'd love to make the waiting list process work even better for appointment set ups like yours! Thanks, Luke

May 2018

Liz from Chrome peacocks pole fitness

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

May 2018

Love it

Pros

I absolutely adore this booking system. It is super easy to use and is great value for money. It is easy to set everything up and take payment online or cash payments. Groups of bookings is possible, continual bookings and course bookings are available.

Cons

I would like to be able to see past bookings for longer periods of time. Being able to see bookings from a month ago would be fantastic and a way of printing out the booking sheet with contact details of my clients would be great too. I don't know if this is already an option and I just haven't found it yet.

Response from Bookwhen of Bookwhen Ltd

Replied September 2018

Hi Liz, Thanks very much for the love - much appreciated! I'm glad to say you can view bookings from the past and attendee sheets too - this has always been the case from day 1 with the system. You can consult our support library at support.bookwhen.com to find out more :) Thanks for using Bookwhen!

May 2018

Debbie from Air Control Pilates

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

4 of 5

Customer support

4 of 5

Functionality

4 of 5

May 2018

Great, easy to use

Pros

Easy to set up
Easy to manage
Saves time
Good price
Reply quickly to messages
Simple
Easy to adjust

Cons

Would like a membership option where clients can book 1 or 2 classes per week anywhere on the timetable and this currently isn't possible.
Would like client profiles to enter info about current members and prospects.
Link to MailChimp would be amazing.

Response from Bookwhen of Bookwhen Ltd

Replied September 2018

Thanks for the review, Debbie! Memberships are something that's coming towards the end of the year :) In the meantime there are some really strong workarounds that we'd be happy to explain if you get in touch. We're also going to have an auto-upload to Mailchimp lists soon too, and it's all GDPR proof :) Thanks, Luke

May 2018

Renee from Renee's Ceramic Cafe

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

4 of 5

Functionality

5 of 5

May 2018

It works perfect for my small business.

Pros

I like the ease of use for my side and the customers side as well. Also the charge for using the service is affordable.

Cons

Wish I could sell products on it. I would sell my artwork products. Once in awhile when a customer cancels a class it does not refund their money.

Response from Bookwhen of Bookwhen Ltd

Replied December 2018

Hi Renee, Thank you for taking the time to provide a review, we really appreciate it! Glad to hear that Bookwhen works well for you and your customers. You can refund your customers through your payment gateway (Stripe, Paypal, Worldpay) but unfortunately we cannot push this through for you. However, I have noted your comments on this and your wish to sell products through Bookwhen (if the products you sell are similar you could set up a separate ticket for them, but this wouldn't work for unique items). We are continually innovating and looking for the next feature to add so let me know if there is anything else you need.

May 2018

Lisa from Eat Auckland

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

4 of 5

Customer support

5 of 5

Functionality

3 of 5

May 2018

Great customer support and great for small businesses like mine.

Pros

It's a good price for what I get and it works well for my purposes generally.
I like to use the voucher system but don't think I get the most out of it because I don't know how.

Cons

I really want to have reminders and waiting lists but will never need the extra bookings or admins so the package is limiting for my use. The landing page could look smarter and some of the print is too small or not obvious. eg voucher code and select number should be easier.

Response from Bookwhen of Bookwhen Ltd

Replied December 2018

Hi Lisa, thank you so much for taking the time to provide valuable feedback. Please do reach out to us for any questions around vouchers - we would be very happy to help. - Jenny

September 2018

Laura from Baby Beats

Company Size: 1 employee

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

4 of 5

September 2018

Great for children's classes!

Brilliant, exactly what I was looking for.

Pros

Bookwhen was the only booking software I found that was really tailored for running children's clubs and classes, not primarily an appointment booking system, which I didn't want. It is simple for my customers to use and although it has taken me a while to get all of my information on and work my way round the system (but then don't they all?) it does everything I need it to do. The help service is really good, offering help articles, live chat or on the phone. They are UK based and real quick to respond.

Cons

Just the time it took to work it all out, but all the other trials I did were the same, I don't think there is any quick fix!

Response from Bookwhen of Bookwhen Ltd

Replied September 2018

Thanks for the love, Laura! Really happy to hear we're supporting your business. We agree - we've made lots of iterations to ensure we fit like a glove when it comes to Children's Activity businesses! Love from the Bookwhen team.

May 2018

Andrea from Ready and Well

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

4 of 5

May 2018

Overall an excellent product, affordable option for small and tiny businesses

Pros

The cost: I teach CPR as a hobby and net profit is only a few hundred a year. Bookwhen has been an excellent low cost option that meets my needs well. My customers can pay online if they want, they can see my scheduled classes and the details and locations for those classes.

Cons

Just minor things: There is a little bit of confusion when there is the option to pay at class - the checkmark to pay later is kind of buried for the user. Also, some of the more advanced scheduling could be a little smoother, but overall it's very good.

Response from Bookwhen of Bookwhen Ltd

Replied September 2018

Thanks for the review, Andrea! We'd like to think the 'pay later' option is as prominent as the online payment option when activated. You could maybe consider adding some more text to the offline payment instructions to make it clearer? We'd love to hear your feedback on the advanced scheduling too - we're always looking to optimise. Thanks for being such a committed Bookwhen customer! Here's to many more years of CPR training.

January 2017

John from Access Parkour Ltd.

Company Size: 2-10 employees

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

4 of 5

January 2017

Simple but powerful

Dont underestimate Bookwhen. A tiny application compared to some other software booking packages but it's versatile, powerful and great to use. My clients find booking easy and repeat bookings even easier. I'm very happy with it.

Pros

It's easy for a new client to book into a class and easy for a regular client to use repeatedly and quickly. It's also easy for coaches to check on class attendance and it's veratile enought that we can use it for all of our needs.

Cons

Its clunky to keep track of cash payments and doesnt have a dedicated page for taking register once the class begins.

Response from Bookwhen of Bookwhen Ltd

Replied January 2017

Thanks for the review, John! It's great to have astute users like you on board :) We have plans to update the attendee sheet soon so that registering people on the day will be really easy, as will recording cash payments. We'll keep you posted!

May 2018

James from Rogers Communications

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

May 2018

Best point of sale for educational programs.

Pros

Ease of use, user interface, fees, notifications, registration forms, discounting, customer service, payment interface

Cons

Filtering events. It is difficult to create a link to filter to only a specific category of events. A lot of learnings on URLs needed.

Response from Bookwhen of Bookwhen Ltd

Replied September 2018

Thanks for taking the time to provide your feedback, James! We agree that a proper interface for filtering on events would be a good addition. However, we think the ability to use Markdown to create very customisable options/layouts for filtering is a good substitute in the meantime. We appreciate some of this can feel a bit advanced, so if our help articles aren't enough then we're always here to help you with the code! Thanks very much for using the system :) Cheers, Bookwhen