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

December 2018

Melissa from The Bark Academy

Company Size: 1 employee

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

3 of 5

Customer support

3 of 5

Functionality

3 of 5

December 2018

Bookwhen: To Use or Not to Use?

Overall, I was disappointed with what Bookwhen had to offer. I only used it during a free trial period and quickly switched back to a program that had the features I liked.

Pros

Bookwhen is extremely easy to setup! This super user friendly platform can help you with group events such as, meetings or classes. Bookwhen also offers email reminders to help reduce the amount of "no shows."

Cons

Even with the most expensive package, Bookwhen does not have the ability to integrate with other apps that supply text reminders. While they do have some integration capabilities with payment processors and such, those capabilities are very limited. Bookwhen is also very limited on its personalization options.

Response from Bookwhen of Bookwhen Ltd

Replied December 2018

Hi Melissa, thank you so much for taking the time to leave us a review. Your feedback around text reminders and customisation will help us prioritise what we focus on next year, and we hope to be able to address both of these needs. For what its worth, you can already customise your public booking page by adding a header image, changing the colour and adding a logo. All of our forms also accept Markdown, making it possible to edit text format, add in photos and many other HMTL elements. Thanks for trialling Bookwhen, hopefully we can win you back one day! If you think you'd benefit from a demo then please just give us a shout! Thanks, Jenny

November 2018

Anonymous

Verified Reviewer

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

November 2018

If you are an entrepreneur this is an a most tool to have.

Pros

I have tried this tool as a free trial an I love it. It gives the chance to evolve with others and keeping up with schedule.

Cons

At the moment I like everything. No negative feed backs yet.

Response from Bookwhen of Bookwhen Ltd

Replied December 2018

Thanks for taking the time to provide your feedback! Glad to hear that you are happy with Bookwhen! Let us know if you need anything else at all.

November 2018

Bradley from Southend YMCA

Company Size: 51-200 employees

Review Source: Capterra


Ease-of-use

4 of 5

Value for money

5 of 5

Customer support

3 of 5

Functionality

3 of 5

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 of Bookwhen Ltd

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

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.

November 2018

Conor from K-Motion Interactive

Company Size: 11-50 employees

Review Source: Capterra


Ease-of-use

5 of 5

Functionality

4 of 5

November 2018

Use it regularly

Pros

We have a high amount of traffic for our certification programs and this makes it very simple to book meetings and save slots for students. Ease of use was massive here.

Cons

It was difficult to get a question answered at first, but once we found the best way to connect, customer service has been great.

Response from Bookwhen of Bookwhen Ltd

Replied December 2018

Thank you for taking the time to review us, Conor! Lovely to hear how easy you find using Bookwhen. I'm sorry to hear you had trouble getting in touch at first. I'm looking at how we can make this easier! - Jenny

November 2018

Louis from Singapore Polytechnic

Company Size: 1,001-5,000 employees

Review Source: Capterra


Ease-of-use

5 of 5

Functionality

5 of 5

November 2018

Bookwhen review

Pros

I like it that is free and quite easy to use, we have been using it for some time and feed back is good!

i like the recursive dates too!

Cons

users find it challenging to cancel bookings and they have to explore deep to find it

Response from Bookwhen of Bookwhen Ltd

Replied December 2018

Thank you Louis! It's really valuable to hear what does and doesn't work for you, and it will feed straight into our product development. - Jenny

November 2018

Louise from The Story Frog Camberley & Wokingham

Company Size: 1 employee

Review Source: Capterra


Ease-of-use

4 of 5

Customer support

5 of 5

Functionality

4 of 5

November 2018

Handy and excellent support

Pros

It is generally very straightforward to use and logical. The level and quality of customer support is outstanding.

Cons

Not always clear what functions are displayed when using the basic package.

Response from Bookwhen of Bookwhen Ltd

Replied December 2018

Thank you for taking the time to leave us a review, Louise! We're really pleased to hear you're happy with the ease of use of Bookwhen, as well as our service. It would be great to hear more about what you find unclear about our functions - our support team will be happy to help! - Jenny

October 2018

Astrid from Astrid Arnold

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

October 2018

Great system

Pros

Great personal customer support. Software saves loads of admin time.

Cons

Nothing at the moment. Had to learn how to operate it at first, but now am mostly competent.

Response from Bookwhen of Bookwhen Ltd

Replied December 2018

Hi Astrid, thank you so much for your kind feedback - it's lovely to hear that Bookwhen is saving you time, and you're happy with our support! - Jenny

October 2018

OWEN from Rockland Gaelic Athletic Association

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

October 2018

SUMMER CAMP REGISTRATIONS

Before I started my job my organisation was still doing registrations for events through paper. This method added to my administrative duties as I had to log all data only my computer. With bookwhen that all stopped overnight. All correspondence came to me for everyone who registered and then I could download all the information I wanted. The level of customer service from representative and everyone else is first class. Great site and I would highly recommend this service

Pros

This site is so user friendly and it looks great too. The vast options for making the site relevant to my organisation was excellent

Cons

I don't have any. Great resource for any organisation

Response from Bookwhen of Bookwhen Ltd

Replied December 2018

It's wonderful to hear how happy you are with our product and service, Owen! We love having you on board. - Jenny

October 2018

Justine from Green Earth Learning Ltd

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

October 2018

Perfect system to manage bookings

Time effective way to manage bookings. Email confirmation very helpful when a booking is made. Overview tab very helpful. Manages my bookings without me having to worry. Any queries immediately responded to and there's never been a query that can't be answered by the Bookwhen team. Excellent customer service.

Pros

The ease of setting up events.
Links to payment options.
Help pages offered every step of the way.
Option to transfer tickets.
Range of payment plans to suit your business.

Cons

If someone gets stuck at the checkout for whatever reason. You can see that they've tried to book on but it hasn't worked, that's a bit frustrating from my point of view as I want them to be successful with booking.

Response from Bookwhen of Bookwhen Ltd

Replied December 2018

Hi Justine, what a great review! Thank you so much, we really appreciate you taking the time and love hearing how easy you find Bookwhen is to use. - Jenny

September 2018

Toni from Clubbercise Teesside

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

September 2018

Effective

Recommended

Pros

Cost effective
Efficient
Good customer care team

Cons

Hoping for an app in very near future
Nothing negative to say really

Response from Bookwhen of Bookwhen Ltd

Replied December 2018

Thank you for your amazing review Toni, we really appreciate you taking the time! - Jenny

September 2018

Craig from RiKaSysTemZ

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

5 of 5

September 2018

Bookwhen review

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.

Response from Bookwhen of Bookwhen Ltd

Replied 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 :)

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.

September 2018

Debra from Isle be Creative

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

4 of 5

September 2018

Utterly Fabulous!

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.

Response from Bookwhen of Bookwhen Ltd

Replied 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!

July 2018

Sarah from Taylor-Fit Pilates

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

July 2018

Excellent product, easy to use and brilliant technical support

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.

Response from Bookwhen of Bookwhen Ltd

Replied September 2018

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

July 2018

Elizabeth Anne from Elizabeth Anne Norris

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

5 of 5

Customer support

5 of 5

Functionality

5 of 5

July 2018

Just what I needed for my jewellery classes

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.

Response from Bookwhen of Bookwhen Ltd

Replied 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!

June 2018

Anonymous

Verified Reviewer

Review Source: Capterra


Ease-of-use

5 of 5

Value for money

4 of 5

Customer support

5 of 5

Functionality

4 of 5

June 2018

Helps us let customers sign up for classes

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.

Response from Bookwhen of Bookwhen Ltd

Replied 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!

June 2018

Alice from Alice Gardiner Yoga

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 2018

Really great programme

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.

Response from Bookwhen of Bookwhen Ltd

Replied 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 :)

June 2018

Laura from Block Party Events 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

5 of 5

June 2018

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

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.

Response from Bookwhen of Bookwhen Ltd

Replied 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.

June 2018

Clinton from Payment Cloud Technologies

Company Size: 11-50 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 2018

Fantastic service and product. Could not be happier

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

Response from Bookwhen of Bookwhen Ltd

Replied 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!