Bookwhen 2026: Benefits, Features & Pricing

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On this page

Overview
Pricing and Plans
Features
Integrations
User Reviews

Overview

Bookwhen

4.9

(179)

Pricing

Starting at $15.00 per month

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 services such as PayPal, Stripe and WorldPay are supported.

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

Bookwhen Screenshots

Bookwhen Pricing and Plans

Starting price: $15.00 per month

Free Trial

Free Version

Free

$0.00

flat rate

Plan includes:

1 Booking Page
1 Team Member
50 Spaces Booked / Month
Free Events Only
Website Integration (Iframe or API)

Lite

$15.00

flat rate, per month

Plan includes:

1 Booking Page
2 Team Members
300 Spaces Booked / Month
Online Events
Online Support
Payments & Discounts
Ticket Transfers
Unlimited Locations & Classes
Website Integration (Iframe or API)
Zoom Integration

Standard

$29.00

flat rate, per month

Plan includes:

3 Booking Pages
5 Team Members
800 Spaces Booked / Month
Attendance Tracking
Class Passes
Online Events
Online Support
Payments & Discounts
Reminder Emails
Ticket Transfers

Plus

Pricing available upon request

Plan includes:

10 Team Members
1800 Spaces Booked / Month
6 Booking Pages
Attendance Tracking
Class Passes
Online and Phone Support
Online Events
Payments & Discounts
Reminder Emails
Ticket Transfers

Enterprise

Pricing available upon request

Plan includes:

Bespoke Plans
Class Search Portals
Franchisor System
Re-Seller Accounts

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Bookwhen Features

Popular features found in Scheduling
Alerts/Notifications
Appointment Scheduling
Automated Scheduling
Calendar Sync
Customer Database
Group Scheduling
Mobile Access
Reminders
Self Service Portal
Timesheet Management
More features of Bookwhen
Access Controls/Permissions
Activities Booking
Activity Dashboard
API
Attendance Management
Attendance Tracking
Attendee Management
Attendee Tracking
Availability Management
Booking Management
Calendar/Reminder System
Class Registration
Class Scheduling
Confirmations/Reminders
Contact Management
Customer Data Management
Customer Support
Customizable Fields
Customizable Forms
Discount Management
Email Management
Email Reminders
Event Calendar
Event Management
Event Registration
Event Scheduling
Event Ticketing
Forms Management
Group Registration
Group Reservations
Multi-Language
Multi-Location
Online Booking
Online Registration
Online Ticketing
Payment Processing
Point of Sale (POS)
Promotions Management
Rate Management
Registration Management
Reporting/Analytics
Scheduling
Self Check-In/Check-Out
Third Party Booking
Third-Party Integrations
Ticketing
Ticket Reservations
Website Integration
Website Management

Bookwhen Integrations

Worldpay for Enterprise

Google Analytics 360

Stripe

PayPal

Bookwhen User Reviews

Overall Rating

4.9

Ratings Breakdown

86%

13%

Secondary Ratings

Ease of Use

4.7

Value for money

4.8

Customer support

4.9

Functionality

4.6

Peter F.

Verified reviewer

Leisure, Travel & Tourism

Self-Employed

Used daily for more than 2 years

Review source

Reviewed May 2024

A Comprehensive Booking System

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Good choice of Plans with reasonable costs. Easy to add , delete and amend booking pages Online help is very good

Cons:

I have not found anything i don't like about bookwhen

Reasons for switching to Bookwhen

It got too expensive and was not as easy to use

Adam H.

Verified reviewer

Health, Wellness and Fitness

2-10 employees

Used daily for more than 2 years

Review source

Reviewed November 2024

Great Value for simple bookings

Great system for simple class bookings. Can be slightly complicated initially setting everything up, but once up and running, it does the job well.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Excellent value and easy to use. Very responsive support team

Cons:

Very hard to switch classes for the user

Reasons for choosing Bookwhen

Price essentially and too many features we didn’t need

Reasons for switching to Bookwhen

Too labour intensive being a manual process

Verified

Reviewer

Health, Wellness and Fitness

51-200 employees

Used daily for less than 6 months

Review source

Reviewed May 2021

Great platform for small studios but lacking in features

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Setting up classes is quite easy, especially with the featuring of repeating weekly and being able to click which days applicable. All our students love the automatic reminder emails 1 day and 1 hour before the class. You can also attach your own Zoom account which will automatically create zoom access codes. Checkout is also a breeze since you can pay via credit card directly. PayPal also receives the payment in real time.

Cons:

I don't like the fact that the zoom codes are automatically sent to the students whether or not they have settled the payment already. If they paid via Credit Card then that's okay, but if you also accept payments offline such as via Bank Deposit, GCASH, etc., this is bothersome. The booking page is VERY plain and has 1 static look. Basically, it will just list down ALL your available classes and dates in ONE column. The most you can do is have button filters at the top of the page that will filter it depending on the class but again, it will just be in ONE list. Booking multiple classes is tiresome since students will need to click each date and add to the cart one by one. There should be a better way of choosing dates. The CLASS PASS feature was great at first but the way it was built on the page is annoying. If students click their preferred class pass it doesn't lead them to a page showing only which classes are applicable, it just leads you back to the main page. This makes our bounce rate really high.

Claire L.

Verified reviewer

Sports

Self-Employed

Used daily for less than 2 years

Review source

Reviewed November 2019

I bloomin' love Bookwhen!

1. I am saving myself a ton of time (literally hours each week) on bookings, cancellations, transfers and waiting lists. 2. I have definitely made more money using Bookwhen than doing the old paper / cash method. I set Bookwhen up so that all payments are taken in advance. This eliminates any risk of someone turning up $5 short, or forgetting their wallet. It also eliminates me having to remember who owes me what. Having it all automated means the money just lands in my account. I literally love Bookwhen and hope they never get sold to someone else or change anything!!

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

Where do I begin with the pros of this software? There are so many! I run a tiny yoga studio and I am the only teacher. This software manages all the bookings, provides a waiting list option, allows me to offer ten-passes, multi-class discounts and promo codes. It lets me have more than one schedule (e.g. I have one for my regular classes; one for a retreat; and one for some special workshops. The great thing about this is that e.g. the workshops are only open to a select group of advanced students, so all the other students don't even see that on the schedule). It also allows the students themselves to cancel or transfer their bookings, which saves me a ton of time... Before I opened the studio, I had thought about going old-school and using text message / physical ten-passes / cash payments. Thank god I didn't do that. The amount of cancellations and transfers that people do would have meant that I spent my entire life remembering whether Betty was coming on Tuesday, or if Bob wanted to come on Thursday if there was a spot, and did Marion say that she would let me know about Saturday. I also love that it integrates with Stripe, which is very easy to use. Added to that, the customer service is exceptional. There is an easy to use chat button, and whilst it is not manned 24/7, I always get a response by their next working day. The response always answers my question and the customer service agent is always polite (even when I am probably asking a dumb question).

Cons:

There are a couple of slightly clunky features. Everything does do as it should, but occasionally it takes you a moment to figure out what to press to make it happen. However, the Bookwhen support team is so responsive and really open to suggestions about how to make it better.

Reasons for choosing Bookwhen

I chose Bookwhen because of its simplicity and its price. It is excellent value for money. Subsequent to choosing Bookwhen, I have been harrassed by phone and email from one of the other major providers, hassling me to switch to them. I had to threaten them with legal action to make them stop calling me. My experience with Bookwhen is in complete contrast with the hard-sell methods employed by this other large and well-known provider.

Vendor Response

Hi Claire, thank you so much for leaving such an honest and detailed review. We really appreciate you taking the time and this will be hugely useful to anyone looking for a new booking system! Hopefully one day we can provide instant live chat support in Australia :-) Really great to have you on board! - Jenny

Replied November 2019

Rick B.

Verified reviewer

Sports

2-10 employees

Used daily for less than 12 months

Review source

Reviewed May 2021

Excellent product that meets all of our needs

We required a booking system to help us manage restrictions and limitations that we had to put in place for COVID. However, having used the system for several months now, we're confident that once restrictions end we'll continue using Bookwhen. It's just a nice simple system, that ticks every box. Speaking as a professional web developer, it's incredibly rare that I find a system that just works, has a good user experience, or has all of the features you'd expect, and to tick all three of those boxes makes me incredibly pleased!

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

We needed software that allowed us to manage bookings and limit the number of spaces that could be booked, primarily due to COVID restrictions. During lockdowns we kept this system in place for our online sessions, which integrated beautifully with our Zoom account. The system was easy to set up and get started with, especially compared to the other solutions I found.

Cons:

There's nothing that I can say is a negative for Bookwhen, in fact it keeps surprising me with the features it has, it just overall fits our needs. I guess the only thing I could say is that the 'Customers' section could have more customisation, we tend to get people booking and ultimately end up with duplicate names tied to the same email account, however that's likely more our own setup of Bookwhen.

Reasons for choosing Bookwhen

I tried several companies other than those listed above, and each either didn't meet our needs, or was just insanely difficult to setup and manage. I'm a web developer, and one of the needs I had was that this had to be easy to use so that my less tech-savvy colleague could easily set things up and manage it. After trialling Bookwhen, the ease of setup and management, coupled with the fact that it met our needs fully, it was a solid choice for us.

Andrea O.

Verified reviewer

Health, Wellness and Fitness

Self-Employed

Used weekly for less than 2 years

Review source

Reviewed 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.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

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.

Vendor Response

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

Replied December 2019

Kat N.

Verified reviewer

Education Management

2-10 employees

Used daily for more than 2 years

Review source

Reviewed February 2021

Awesome solution to class tickets with good support & very good pricing

I am so delighted every day we found Bookwhen. We were using Mindbody before and paying over £200 month, now we are paying £23 a month for a better less complicated booking system. It's so easy to upload courses, add extra dates etc. The support is very good and fast email response, they even offer to call me when I'm really stuck

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

The class passes is a great system, enabling students to bulk buy then use up as they go. The discount codes are good. the schedule is so easy to link up to our website. I LOVE that students can easily see how many spaces are left on a course

Cons:

The only thing I struggle with is the discount codes have to be either for tickets or class passes, I wish they could be used on either. It also doesn't have gift cards facility but actually this is fine because we use GiftUP, a separate app widget on our site to sell the cards, then as people buy them we add the generated code into Bookwhen as a discount code

Reasons for choosing Bookwhen

Booking Live didn't have one of the key features we needed, unfortunately I can't remember what it was now! It was also more expensive

Reasons for switching to Bookwhen

It was sooo expensive! £208 a month I think

Elena V.

Verified reviewer

Entertainment

2-10 employees

Used daily for less than 6 months

Review source

Reviewed May 2022

Exceptional customer service, support and fantastic product - these guys have everything covered.

Ratings Breakdown

Ease of use

Value for money

Customer support

Functionality

Pros:

The simplicity for the end user and the simplification of our in-house processes. It has completely transformed and taken away so many issues that we had with our previous WordPress plug-ins, and it appears that every angle has been considered so that just about everything you need has been thought of. On top of that the customer service and support are exceptional, and a standard to aspire to, as are the detailed how-to guides that will answer just about everything you can think of.

Cons:

Nothing significant really. I initially didn't find the booking page that attractive, but once it had been customised and set up I changed my mind about that. I would have liked to have customised the filter button colours to our brand colours as well. I also would have liked a work-around for when someone has booked already but goes back to add a child or an adult later and it doesn't allow them because of the duplicate booking.

Reasons for choosing Bookwhen

The simplicity for the end user. It also had all the features that we required straight away. The knowledge of the sales team was excellent and their confidence in answering our questions immediately gave us confidence in the product and reassurance that in the event of any issues we would have support.

Aries M.

Verified reviewer

Retail

2-10 employees

Used daily for less than 6 months

Review source

Reviewed June 2024

Bookwhen Feedback & Review

Overall, Bookwhen definitely simplifies our booking process. I like that there are knowledge base to help us get the most out of the system. In terms of cost, the Lite plan definitely provides a good value, especially for small sized businesses like us.

Ratings Breakdown

Ease of use

Functionality

Pros:

I really like the fact that it can be sync with Google calendar to ensure that our bookings are incorporated with current schedules without any hiccups. The initial setup is very straightforward and I really appreciate the responsiveness and helpfulness of the support team.

Cons:

I would say that having a wide range of features can be a little overwhelming for some users, especially for a company like us with just simple booking needs.

Jo S.

Verified reviewer

Health, Wellness and Fitness

Self-Employed

Used daily for more than 2 years

Review source

Reviewed May 2024

I love Bookwhen