Bookwhen Pricing, Features, Reviews & Comparison of Alternatives

Bookwhen

Flexible online booking system for SMBs

4.84/5 (110 reviews)

Bookwhen overview

What is Bookwhen?

Bookwhen is a flexible online booking system that offers SMBs a centralized and secure platform from which to organize classes, courses, workshops and events. Incorporating waiting lists, custom booking forms and a basket system for booking as well as discount codes and in-app support, Bookwhen aims to provide users with a simple and efficient online booking and scheduling solution.

With Bookwhen, users can create custom booking forms and schedule pages effectively, choosing from a range of field types including drop down lists and validation. To enhance the booking process, Bookwhen facilitates multiple ticket selection, multiple ticket type generation and waiting lists. Moreover, users can manage unique discount codes, determine user permissions, attach documents to events and send reminder emails.

Bookwhen supports eCommerce integration with PayPal, Stripe and WorldPay, thereby allowing customers to initiate online payments conveniently and securely. Besides this, Bookwhen promotes further integration with the Bookwhen Public API which serves to list events and take bookings productively. To improve the overall user experience, Bookwhen equips users with a mobile responsive design, a calendar feed and in-app support chat functionality.
home.bookwhen.com

Pricing

Starting from
€9/month
Pricing options
Free
Subscription
Free trial
Value for money
View Pricing Plans

Devices

Business size

S
M
L

Markets

United Kingdom

Supported languages

English, Dutch, French, German, Spanish, Swedish
Bookwhen screenshot: Access single event pagesBookwhen screenshot: View event details on mobile or tablet devicesBookwhen screenshot: Attach documents and details to public schedule pagesBookwhen screenshot: Offer discounts or promotionsBookwhen screenshot: Book multiple classes

Bookwhen reviews

Excellent
92

Very good
18

Average
0
Poor
0
Terrible
0
Value for money
Features
Ease of use
Customer support
  4.9
  4.7
  4.7
  4.9
Carl Boyd

A truly 5-star Booking System *****

Used occasionally for 2+ years
Reviewed 2018-03-16
Review Source: Capterra

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


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 :)

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Kat Neeser

Delighted and relieved to have found Bookwhen

Used daily for 6-12 months
Reviewed 2019-12-29
Review Source: Capterra

Very happy. Breath of fresh air Can finally make a profit as this is a simple affordable booking system (ie I also pay my admin assistant fewer hours to manage it!)

Pros
I find it easy to use as it's simple. It offers all the functions we need to run our regular (6x a week) classes with bulk pre purchase Class Passes as well as workshops. It's very quick to add or remove dates. The staff are quick and helpful if we have any questions The price is a huge relief after paying a giant bill for Mindbody for a few years when we didn't really need most of its functions. Bookwhen just gives what we need at a price we can afford being a very small business with a low profit margin. If you're a bigger business there are different pricing tiers, also good value compared to Mindbody

Cons
That once you have students booked on a class you can't change the time yourself. But the Bookwhen help desk will do it for us so it's OK, very tiny issue! I didn't realise for last 7 months that I could have more than 6 courses. I thought the middle price was needed and in fact I only needed the lower price and could have as many courses as I wanted. This is obviously fantastic news, but I'm just gutted I paid £20 a month extra from May to Dec 2019!! However, its still WAY better than Mindbody pricing at any price so letting that go, ommmmm

Response from Bookwhen


Hi Kat, thank you so much for leaving us such a wonderful review! I'm sorry it wasn't clearer earlier how you could use our schedule pages, but glad it's sorted now and you're making full use of your subscription! If anything else is unclear, you know where to find us :-) - Jenny

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Bradley Moss

Helped for a good period of time

Used daily for 2+ years
Reviewed 2018-11-27
Review Source: Capterra

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


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

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 6/10

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Joel Harrison

Excellent Online Reservation System

Used weekly for less than 6 months
Reviewed 2020-06-23
Review Source: Capterra

Overall we love Book When. It is a great product at a solid price. I can't recommend them enough.

Pros
Man, we were so happy to find BookWhen.com. We had an immediate need to apply a software reservation system for a client and manage it for them. They were starting from scratch and didn't have anything in mind. We looked around are really loved BookWhen.com. The software is easy to use, the implementation for our first event took less than 30 minutes total, that is with us learning how it worked to getting the links online where our users could reserve tickets for our event. It integrated perfectly with Stripe payments which we were already using. Payments taken through it worked perfectly.

Cons
We can't find an easy way to take a deposit payment for an event and then have the user pay off the balance at a later date. The only way we have found to do this so far is to either create a "deposit event" and then a hidden pay your balance event, or we ask the user to make a payment through our standard gateway form. While not a huge issue it would be nice to have one payment and page where a user could see their event, along with any deposit(s) they had posted and the remaining balance.

Response from Bookwhen


Thank you for your feedback Joel! The deposit feature is something we'll be hopefully working on in the future so keep your eyes peeled :-) Jen

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Andrea Osborne

Great for a small business!

Used weekly for 1-2 years
Reviewed 2019-11-10
Review Source: Capterra

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.

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.

Response from Bookwhen


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

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

Minimize review

Bookwhen pricing

Starting from
€9/month
Pricing options
Free
Subscription
Free trial
View Pricing Plans

Lite: €9/month with 300 bookings/month, 1 admin user and 1 booking page.
Standard: €19/month with 800 bookings/month, 5 admin users and 3 booking pages.
Plus: €39/month with 1800 bookings/month, 10 admin users and 6 booking pages.
Gold: €69/month with 4000 bookings/month, 25 admin users and 15 booking pages.
Annual subscriptions receive a two-month discount.
Bookwhen also offers a free plan, with 150 bookings/month, 1 admin user and 1 booking page.

Bookwhen features

API
Activity Dashboard
Automatic Notifications
Calendar Management
Custom Fields
Email Integration
Reminders
Third Party Integration

Activity Tracking (199 other apps)
Contact Management (164 other apps)
Customer Database (200 other apps)
Customizable Branding (250 other apps)
Customizable Reporting (188 other apps)
Customizable Templates (210 other apps)
Data Import/Export (225 other apps)
Electronic Payments (169 other apps)
Real Time Data (155 other apps)
Reporting & Statistics (314 other apps)
Social Media Integration (200 other apps)
Surveys & Feedback (183 other apps)

Security and privacy

Encryption

Encryption of sensitive data at rest
HTTPS for all pages

Access control

Multi-factor authentication options
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Additional information for Bookwhen

Key features of Bookwhen

  • Self check-in
  • Waiting list
  • Activity management
  • Application integration
  • Attendee management
  • Notifications
  • Calendar management
  • Calendar sync with Google
  • Commission management
  • eCommerce integration
  • Event calendar
  • File attachment
  • Forms management
  • Offline payments
  • Permission management
  • Registration management
  • Secure data storage
  • Third party integration
  • Activity dashboard
  • Mobile responsive design
  • Discount management
  • Booking transfers
  • Custom fields
  • Event scheduling
  • Role-based permissions
  • Ticket management
  • Reservations management
  • Email confirmation & reminders
  • Online booking
  • Payment processing
  • User access controls
View All Features

Benefits

Bookwhen affords customers the flexibility to book multiple tickets in one booking session.

Users can create custom schedule pages, enabling users to list upcoming events or available slots simply and clearly.

Bookwhen supports online waiting lists, allowing users to manage available spaces and tickets effectively and fairly.

Bookwhen offers a responsive design, scaling successfully for use on mobiles and tablets.

Bookwhen facilitates online and offline payments, integrating easily with payment gateways such as PayPal, Stripe and WorldPay.