Bookwhen software


72 reviews(5.0/5)
72 reviews(5.0/5)

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.

Supported Operating System(s):
Web browser (OS agnostic)

72 Reviews of Bookwhen

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  • Craig from RiKaSysTemZ

    Number of employees: 11-50 employees

    September 2018

    Bookwhen review

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    Bookwhen has automated a lot of my booking process and allows my members a number of options when it comes to booking, cancelling or transferring. It also offers us a professional looking booking system that is uniform across the brand.

    Pros

    I like the automation of the software. It saves me a lot of extra work, I can just concentrate on what I'm good at, delivering the classes and making my members sweat!

    Cons

    Takes a little time to get used to. I'm not the greatest with online stuff anyway so it took me a little while to get my head around some of the features but I suppose that's the same with learning anything new.

    This review was submitted organically. No incentive was offered
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Thanks very much for the wonderful review, Craig! It's been great watching you scale with our unique franchise function, here's to many more locations launching in the near future :)

  • Laura from Baby Beats

    Number of employees: 1 employee

    September 2018

    Great for children's classes!

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    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!

    This review was submitted organically. No incentive was offered
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    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.

  • Debra from Isle be Creative

    Number of employees: 1 employee

    September 2018

    Utterly Fabulous!

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    Book when makes my business look more professional. It saves me time and energy on my admin and my clients love it too.

    Pros

    Easy to use and set up - good value with great service.

    Cons

    Wish I could click a button to add photos. I know there is a way to do it but I never took the time to work out how.

    This review was submitted organically. No incentive was offered
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Thanks for the wonderful review, Debra! It's pretty easy to add in photos to event descriptions, and you can host an unlimited number of photos on your Bookwhen account too :) For the time being it requires some very simple 'Markdown' coding, but in the future we will be introducing an interface to make this event easier. Thanks for using Bookwhen!

  • Sarah from Taylor-Fit Pilates

    Number of employees: 1 employee

    July 2018

    Excellent product, easy to use and brilliant technical support

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    It saves me time doing admin, customers have the flexibility to book my courses at a time to suit them. Allows me to plan and to fill my classes

    Pros

    This booking system works! It's extremely easy to schedule your events and offers lots of options for multiple venues, class passes, individual events. Good online help sheets but also excellent customer service & technical support. My customers find it easy to use too.

    Cons

    There isn't anything I don't like about this system . It does everything I need it to do and the pricing is very competitive.

    This review was submitted organically. No incentive was offered
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Wow, wow, wow - we love this review! Thanks for putting big smiles on the faces of team Bookwhen :)

  • Elizabeth Anne from Elizabeth Anne Norris

    July 2018

    Just what I needed for my jewellery classes

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money
    Pros

    Easy to use for both administrators and customers. Really like that you can set up repeating events with ease. This software has made my bookings a breeze. Great customer service too.

    Cons

    I don't think there's much I don't like about bookwhen. It ticks all the boxes for my business needs.

    This review was submitted organically. No incentive was offered
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Thanks for the great review Elizabeth Anne, and for being such a committed long term customer :) Here's to many more years of jewellery classes!

  • Verified Reviewer

    June 2018

    Helps us let customers sign up for classes

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money
    Pros

    We use bookwhen to let customers reserve their spot in our weekend classes. Lets us run promotions and cap the number of attendees.

    Cons

    Only shows the number of spaces available for an event, not the number of attendees. We've had some issues with promo codes being stackable too.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Thanks very much for the review, really good to have some feedback! You can easily quote the size of the class within the event description or title if that helps? You're correct - at the moment you can't use multiple discounts on the same single booking. We're looking into offering this in the future, but please give us a shout if you want to talk about ways you might be able to adapt your promotional offers - we're always happy to help!

  • Alice from Alice Gardiner Yoga

    June 2018

    Really great programme

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money
    Pros

    Very easy to use and support has been great. Even with the free version they get back to you to help with any problems in good time. Great programme!

    Cons

    Some functionality is restricted with the free version but that's to be expected and common across programmes.

    This review was submitted organically. No incentive was offered
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Thanks for the review, Alice! Glad you're enjoying the free version of Bookwhen - we like to think it's pretty generous and helps you get your business basics done. Very happy to support you :)

  • Laura from Block Party Events Ltd

    Number of employees: 2-10 employees

    June 2018

    Easy set up and a wide range of functions that suit us better than other booking services.

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    Easy service for myself and my customers

    Pros

    The ease of use. I was able to schedule multiple events in minutes and save time in comparison to other booking services. The customer support via live chat is amazing and gives you a chance to ask any questions to help you make the most of Book When. The updates on support information are brilliant and it is clear that the customer service team listen to issues raised in order to provide a clearer guidance for future usage. I am very impressed with the software.

    Cons

    I have yet to find any thing negative to say about the software. I suppose it would be nice to customise my booking site slightly more but it is not necessary.

    This review was submitted organically. No incentive was offered
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Hi Laura, so happy to hear Bookwhen has saved you so much time :) Please get in touch if you need any advice on customising your booking page. All of our forms accept 'Markdown' so it's really easy to adapt colours, font, formatting and add in photos to event descriptions! Thanks for using Bookwhen.

  • Clinton from Payment Cloud Technologies

    Number of employees: 11-50 employees

    June 2018

    Fantastic service and product. Could not be happier

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money
    Pros

    Covers all my booking needs, well thought out, flexible & reliable. I only receive good feedback on the booking process.

    Cons

    I started using this software about 8 months ago and honestly there isn't much it can't do with the service nor that the friendly service desk can't help with

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Thanks for such an amazing review, Clinton! We really respect your opinion as a CTO so this is amazing to hear :) Thanks for all of your great feedback so far - it's really appreciated!

  • Louise from Crosscare

    May 2018

    Extremely easy to use, very reasonably priced

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money
    Pros

    Once you set up the training/event, it takes care of things for you, it emails reminders, manages waiting list. I cuts the administration time managing these events down considerably

    Cons

    I would like to be able to copy a full event, as sometimes there are minor changes to a recurrence of the event. Or even be able to save templates for repeated events/training.

    This review was submitted organically. No incentive was offered
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Hi Louise, Thanks very much for your feedback! Just to let you know - we've had a 'duplicate' function on the system for a long time, so it's really easy to copy old events and create templates. Just get in touch with us if you need more details on that :) Thanks, Luke

  • Trish from Minster Teaching School Alliance

    May 2018

    Since using Bookwhen for our training programmes and events, our workload has reduced significantly.

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money
    Pros

    The software is easy to use and adaptable. The waiting list function is brilliant and the reminders sent before an event works well for us. The customer support response is excellent, we never have to wait very long before receiving a response which is always dealt with efficiently.

    Cons

    Bookwhen has worked very well for us so far so nothing to report in this section - all working brilliantly for us.

    This review was submitted organically. No incentive was offered
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Wow - thanks for such an amazing review, Trish! Great to have you on board :)

  • Leonie from Sensational Cakes

    Number of employees: 1 employee

    May 2018

    Best Booking Software Ever!

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    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.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    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

  • juliana from YOGA with Juliana

    Number of employees: 1 employee

    May 2018

    Easy to use and good functionality for small business

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money
    Pros

    Easy to use (on the whole with a few areas for improvement), well priced and good functionality for a small business.

    Cons

    The block booking options are decent but have room for improvement as a little clunky and the design feels a little dated.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Hi Juliana, Thanks very much for the review :) Great to have some feedback on the system. I know we've released quite a few new features in terms of class passes since you wrote this review so I'm confident these issues are resolved for you now. I also know from our conversations over support that things are working well for you too :) Thanks for being a Bookwhen customer!

  • Jason from NY Metro CPR

    Number of employees: 1 employee

    May 2018

    Ease of use, seamless interface for purchases, and outstanding customer service.

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    Mainly for the clients experience. A fast, easy way to book appointments.

    Pros

    User friendly functions on both sides, customer and consumer. The calendar function, and POS is very transparent and easy to use.

    Cons

    None that I can think of. Since I've started using the system they've listened to user suggestions and update accordingly.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Hi Jason, It's been a pleasure having you as a long standing customer on the system. Thanks very much for your great review - it's really appreciated :) Luke

  • Elizabeth from Elizabeth Rhodes Studio

    Number of employees: 1 employee

    May 2018

    Bookwhen works flawlessly for our online scheduling needs. Clean and easy to use .

    Ease-of-use
    Functionality
    Quality
    Support

    My clients immediately gave postitive reviews. Instead of my clients waiting until the class to pay fees, they can pay when they register via credit card. It has improved my business exponentially.

    Pros

    I like that the user interface is simple. Many of my clients are over 50 and they appreciate the ease of use. I thinj registering for a class should be a quick and easy experience and this fulfills those requirements.

    Cons

    I have struggled a little with attempting to duplicate events. Many of my classes require the same description, but with different dates, different locations. This is probably user error as I am sure there is a simole way to do it.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Thanks for the great review, Elizabeth! Really good to hear your customers are fans of Bookwhen too :D In terms of duplicating an event - this is a really easy job, so please give me a shout if you have any questions on it, I can point you towards our help articles or talk you through it :) Thanks, Luke

  • Rosemary from Fitness Training

    Number of employees: 1 employee

    May 2018

    I have received a lot of help from them even though I have the most simple package.

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    I am not constantly getting telephone calls to book classes and then have to do so. People can book as far in advance as they want - which is useful for a popular class as I can only have six people in a session.

    Pros

    Simple to use for the clients and for me. I find adding classes or changes times easy to do. Email confirmation is fantastic, also easy option to cancel. The help I have been given by their team has been second to none. I always recommend Bookwhen when people ask about it.

    Cons

    When I started I had the waiting list option and someone on list would be contacted if a place became available. I cannot afford that any more as my business is very small and I don't earn enough to have that.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra
  • Pauline from French With Pauline

    Number of employees: 1 employee

    May 2018

    Very straightforward and easy to use.

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    Perfect partner for my very small business.

    Pros

    It is very convenient, even on the free plan. It offers all the functionalities needed for my very small business.

    Cons

    I would struggle to find something negative to write. All the options I need are there and easy to use.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Thanks for the 5* review, Pauline! Great to hear you're so happy with the system. Love from the Bookwhen team.

  • Ashleigh from Adventure Avenue

    May 2018

    quite complicated for what my business needs the system for

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money
    Pros

    Easy integration into a website build, and the look of the system is professional. The support team are also really helpful and even though it takes a long time to set up it does what it says on the tin.

    Cons

    The flexibility an administrator has to change sessions with dates and times is very limited and when you need to change descriptions of play sessions, you have to be extremely careful about which ones the system changes when you make a change

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Thanks for the review, Ashleigh! Glad to hear the integration was straight forward for you. Thanks for the feedback too - it's really easy to change details of an event, but we are adding in enhancements soon to make it easy for the change to happen as an exception within a recurring schedule of events. Thanks for using Bookwhen!

  • Tamsin from York College

    May 2018

    Great system - Team is always extremely helpful when we have a problem/or have a question.

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money
    Pros

    I find that this software is very easy to use, making it is easy for our staff to use - who may or may not be very computer literate. Overall it is simple, yet effective.

    Cons

    That I, as the administrator, can't change delegate's details e.g. incorrect email addresses - Bookwhen have to do this.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra

    Response: Bookwhen, Bookwhen Ltd

    September 2018

    Thanks for such a great review, Tamsin! Its been great supporting you over the years. I'm very pleased to say we're launching an email fix function within the next week :)

  • Keshav from CloudFactory.

    Number of employees: 1,001-5,000 employees

    May 2018

    BookWhen has spared us from a lot of phone calls. Getting clients to an event was never this easy.

    Ease-of-use
    Functionality
    Quality
    Support
    Value for Money

    1. Informing about event details and having the clients book a seat easily. 2. Unique attendees is definitely a plus. 3. Lesser phone calls and enquiries about the events from clients which saves a lot of time and resources.

    Pros

    Capping certain number of attendees for an event is the best feature so far. Alongside unique attendees is definitely another best feature we require. Customizing public pages is worth the mention as well.

    Cons

    Everything works perfect except its UI feels like it could definitely use a complete design overhaul.

    This reviewer was invited by us to submit an honest review and offered a nominal incentive as a thank you.
    Review Source: Capterra
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