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.

List of events
List of events

List of events

Mobile view

Mobile view

Supported Operating System(s):

Web browser (OS agnostic)



78 Reviews of Bookwhen

Overall rating

5.0 / 5 stars

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Conor from K-Motion Interactive

Number of employees:  11-50 employees

Ease-of-use

Functionality

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.

Review Source: Capterra

Louis from Singapore Polytechnic

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

Ease-of-use

Functionality

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

Review Source: Capterra

Astrid from Astrid Arnold

Number of employees:  2-10 employees

Ease-of-use

Value for money

Customer support

Functionality

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.

Review Source: Capterra

OWEN from Rockland Gaelic Athletic Association

Number of employees:  1 employee

Ease-of-use

Value for money

Customer support

Functionality

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

Review Source: Capterra

Justine from Green Earth Learning Ltd

Number of employees:  1 employee

Ease-of-use

Value for money

Customer support

Functionality

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.

Review Source: Capterra

Toni from Clubbercise Teesside

Number of employees:  1 employee

Ease-of-use

Value for money

Customer support

Functionality

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

Review Source: Capterra

Craig from RiKaSysTemZ

Number of employees:  11-50 employees

Ease-of-use

Value for money

Customer support

Functionality

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.

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

Ease-of-use

Value for money

Customer support

Functionality

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!

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

Ease-of-use

Value for money

Customer support

Functionality

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.

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

Ease-of-use

Value for money

Customer support

Functionality

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.

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

Ease-of-use

Value for money

Customer support

Functionality

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.

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!

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Ease-of-use

Value for money

Customer support

Functionality

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.

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

Ease-of-use

Value for money

Customer support

Functionality

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.

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

Ease-of-use

Value for money

Customer support

Functionality

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.

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

Ease-of-use

Value for money

Customer support

Functionality

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

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

Ease-of-use

Value for money

Customer support

Functionality

May 2018

Extremely easy to use, very reasonably priced

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.

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

Ease-of-use

Value for money

Customer support

Functionality

May 2018

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

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.

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

Ease-of-use

Value for money

Customer support

Functionality

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.

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

Ease-of-use

Value for money

Customer support

Functionality

May 2018

Easy to use and good functionality for small business

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.

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

Ease-of-use

Value for money

Customer support

Functionality

May 2018

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

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.

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


Displaying 1 - 20 of 78 reviews