Bookwhen Features

Bookwhen

Flexible online booking system for SMBs

4.81/5 (72 reviews)

Bookwhen Feature Summary

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

Customer Management Feature Comparison

Most popular features of all Customer Management apps

API (287 other apps)
Activity Dashboard (153 other apps)
Activity Tracking (106 other apps)
Automatic Notifications (142 other apps)
Automatic Reminders (139 other apps)
CRM Integration (101 other apps)
Calendar Management (133 other apps)
Contact Database (100 other apps)
Custom Fields (112 other apps)
Customer Database (106 other apps)
Customizable Branding (134 other apps)
Customizable Reporting (118 other apps)
Customizable Templates (113 other apps)
Data Import/Export (133 other apps)
Electronic Payments (105 other apps)
Email Integration (131 other apps)
Mobile Integration (108 other apps)
Reporting & Statistics (138 other apps)
Social Media Integration (118 other apps)
Third Party Integration (145 other apps)

Competitor Feature Comparison

Bookwhen Feature Reviews

25 reviewers had the following to say about Bookwhen's features:

Nadia HOPKINS

Very positive with the help of the support team.

2018-05-15

Pros

I like the booking reporting and the follow up email event reminders to customers.

Cons

Sometime I get confused with certain options when I set up new classes, would do with further instructions on when is appropriate to use these functions. Software does not give you the option of selling vouchers to redeem later.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 6-12 months

Frequency of use: Monthly

Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Hi Nadia,

Thanks for the great feedback - much appreciated! We love supporting the ceramicists of the world!

Yes, vouchers are something we'd like to offer in the near future. We have some really solid workarounds in the meantime. Please just give us a shout if you need help setting that up.

Thanks, Bookwhen

Read more
James Li

Best point of sale for educational programs.

2018-05-15

Pros

Ease of use, user interface, fees, notifications, registration forms, discounting, customer service, payment interface

Cons

Filtering events. It is difficult to create a link to filter to only a specific category of events. A lot of learnings on URLs needed.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Daily

Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Thanks for taking the time to provide your feedback, James! We agree that a proper interface for filtering on events would be a good addition. However, we think the ability to use Markdown to create very customisable options/layouts for filtering is a good substitute in the meantime. We appreciate some of this can feel a bit advanced, so if our help articles aren't enough then we're always here to help you with the code!

Thanks very much for using the system :)

Cheers, Bookwhen

Read more
Keshav Gartaula

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

2018-05-18

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.

Cons

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

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 6-12 months

Frequency of use: Weekly

Likelihood to recommend

8/10
Source: Capterra
Helpful?   Yes   No
Read more
Trish O'Malley

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

2018-05-24

Pros

The waiting list function is brilliant and the reminders sent before an event works well for us.

Cons

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

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Daily

Source: Capterra
Helpful?   Yes   No
Read more
Brad Moss

Great product, service and support.

2017-01-12

I've been using bookwhen since its first iteration for my coaching business after looking around for the best balance of affordability and features. Throughout my use the support team has been there every step of the way, when I've found issues or got myself confused they've responsed FAST always looked into and solved my problems. They are contining to add features, refine service and with their newer version released just under a year or so ago, the system is a lot more polished, user friendly and has helped my business and delivery grow massively.

Pros

Decent payment portal transfers and option.

Cons

Back end could always have a few tweaks here and there. Mobile layout for block bookings could be a tiny bit clearer.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Daily

Likelihood to recommend

10/10

Recommendations to others considering Bookwhen

If you're looking to an affordable, straightforward booking system for adbanced bookinga for classes, courses, shows or anything of that nature. I can't recommend this enough.

Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Thanks for your review, Brad :) Wishing you all the best for your bookings in 2017!

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Kimberlee Perry

BOOKING SYSTEM EXCELLENCE

2017-01-16

Bookwhen even offers creativity to make the customer facing pages the same colours as my brand, upload my company logo, attachments, feature social media buttons etc.

Pros

Its simple to understand, offers lots of features, its support team is always available.

Cons

Nothing.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

10/10

Recommendations to others considering Bookwhen

Using this software makes scheduling events and customers payments and reporting easy.

Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Thanks for the review, Kim! It's been so exciting watching Bounce go from strength to strength with bookwhen - you're scaling so fast now! A great partnership where you've really helped us with innovation on the software. All the best for 2017!

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Laura Gregory

very helpful customer service, a great tool for my business

2018-05-16

Pros

keeping track of bookings making amendments to bookings if needed being able to export contacts lists easily

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Weekly

Source: Capterra
Helpful?   Yes   No
Read more
Ashleigh Hamilton-Gillings

quite complicated for what my business needs the system for

2018-05-18

Pros

Easy integration into a website build, and the look of the system is professional.

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

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Daily

Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


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!

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Lucie Brett

Fantastic Customer Service

2017-01-18

The book when team are always on hand to offer fantastic help and customer service without making you feel inept!

Pros

Lovely interface, helpful staff and good value for money

Cons

Exporting lists to excel etc is untidy so end up having to do copy and paste which is dull and time consuming, hard to search back for particular customers e.g. by name.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 6-12 months

Frequency of use: Weekly

Likelihood to recommend

10/10

Recommendations to others considering Bookwhen

Wish you could make your homepage a bit more customised - other than just a picture, e.g. layout etc. Would be nice to add on features such as wait list or reminder emails as a payable extra e.g. Lite plan but pay an extra £2 a month for wait list. As a small business I can't warrant the cost of the next plan up when it's not necessary but it would be nice to have the features that come with it.

Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Hi Lucie,

Thanks very much for your positive review :) To address your points:

- We do have an attendee sheet function. I'm not sure if you're aware? This would save having to rely on booking exports from the system.
- The homepage allows you to customise colour, header image, logo and add a title and text about your offering. You can also include business contact details in the footer. This is similar to business profiles on other websites. However if you think there's some more adaptability we could incorporate into the public page then please let us know.
- In terms of monthly bookings you're a relatively light user of the system, so I'm surprised we haven't already offered you a discounted upgrade for the features you mention! Please get in touch with us and we'll sort this out :)

Thanks, Luke

Read more
Rebecca Holden

Simple, easy to use for business and customer, constantly improving and updating.

2017-12-11

Users can book and pay for classes online and I can see who is attending and also capture customer contact info.

Pros

Customers love being able to book and pay in one place and we can maintain our branding on our booking page too.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Daily

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Thanks for the great review, Rebecca! Here's to many more years of Little-fit and Bookwhen :)

Read more
John Hall

Simple but powerful

2017-01-18

My clients find booking easy and repeat bookings even easier.

Pros

It's easy for a new client to book into a class and easy for a regular client to use repeatedly and quickly.

Cons

Its clunky to keep track of cash payments and doesnt have a dedicated page for taking register once the class begins.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 6-12 months

Frequency of use: Daily

Likelihood to recommend

10/10

Recommendations to others considering Bookwhen

It's easily the most cost effective software on the market. At a fraction of the cost of GoTeamUp or MindBody but a realistic competitor.

Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Thanks for the review, John! It's great to have astute users like you on board :)

We have plans to update the attendee sheet soon so that registering people on the day will be really easy, as will recording cash payments. We'll keep you posted!

Read more
Louise Cadwell

Extremely easy to use, very reasonably priced

2018-05-24

Pros

Once you set up the training/event, it takes care of things for you, it emails reminders, manages waiting list.

Cons

Or even be able to save templates for repeated events/training.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Weekly

Source: Capterra
Helpful?   Yes   No
Read more
Katie Maas

Great booking process - cut our refunds and no-shows way down!

2017-06-07

Pros

Now customers can log on, choose ALL their courses, pay, and receive confirmations, virtually automatically. This is saving us HOURS every week.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Weekly

Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Thanks for the amazing review, Katie! I'm glad we're saving you hours each week - a shame we didn't find each other sooner! Here's to hours, weeks and months saved in admin time :) Love from the Bookwhen team.

Read more
Jonathan Pollinger

Easy to use and great value

2017-01-18

I've been using bookwhen for my social media workshops since launch and have found it easy to use and good value.

Pros

Ease of use Flexible Addition of new options Cost

Cons

Hard to think of any.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Weekly

Likelihood to recommend

10/10

Recommendations to others considering Bookwhen

Would recommend to event organisers and anyone who runs workshops or courses.

Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Thanks, Jonathan! Good to see you're still going strong with bookwhen after so many years - here's to many more successful workshops!

Read more
Caroline O Toole

Can't fault, an integral part of my business.

2018-03-06

An online presence with paying facilities and a professional store front.

Pros

Easy to use, just fill in the fields and the payments are handled seamlessly.

Cons

I sometimes fail at duplicating events, I forget I need to check each field for outdated information and update.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 6-12 months

Frequency of use: Weekly

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Thanks for the wonderful review, Caroline! Please just give us a shout if you ever need some help with duplicating your events :)

Read more
Scott Marshall

Amazing Service !

2017-02-02

my client's love the fact that they can choose what class for the entire calendar year and we both get an email regarding the booking , I could not ask for a better service and also you can sync the booking into your mobile and email calender amazing !

Rating breakdown

Value for money
Ease of use
Features
Customer support
Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Hi Scott, thanks very much for your review :D It's great to hear you've grown your business through using bookwhen. Here's to lots more success! Thanks, the Bookwhen team.

Read more
Shane Lott

What a brilliant way to succeed!!!!!!!

2017-01-13

Had access to the UI, created bookings, started taking payments and rarely does success come so easily!

Pros

Ease of use and hugely functional user environment.

Cons

Nothing!

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: Less than 6 months

Frequency of use: Daily

Likelihood to recommend

10/10

Recommendations to others considering Bookwhen

For those wanting an automated booking taking system with a highly functional interface and brilliant support - DON'T LOOK ANY FURTHER!.......BookWhen is it!

Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Thanks for the review, Shane! It's always a pleasure working with you. Cheers from the bookwhen team :)

Read more
Jason Mundy

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

2018-05-21

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.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No
Read more
Liz Squires

Love it

2018-05-15

Pros

It is easy to set everything up and take payment online or cash payments.

Cons

Being able to see bookings from a month ago would be fantastic and a way of printing out the booking sheet with contact details of my clients would be great too.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Daily

Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Hi Liz,

Thanks very much for the love - much appreciated! I'm glad to say you can view bookings from the past and attendee sheets too - this has always been the case from day 1 with the system. You can consult our support library at support.bookwhen.com to find out more :)

Thanks for using Bookwhen!

Read more
Chris Daly

Makes life so simple

2017-01-26

Bookwhen has revolutionised the way we run course & activity bookings, saving our volunteer leaders hours and hours of administration, allowing our members to quickly and easily see what's available then book courses, and giving fast & easy access to the instructors on who to expect.

Pros

Simple to use and loads of features

Rating breakdown

Ease of use
Features
Customer support

Time used: 1-2 years

Frequency of use: Weekly

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Thanks for the positive review, Chris! It's great to be able to support you. If your requirements get more demanding and you need to take payments online, then we offer 20% off all subscriptions for charities :)

Thanks, the Bookwhen team.

Read more
Claire Lloyd

Bookwhen is so easy to set up and use! It really only takes minutes!

2018-05-15

Pros

A really clear user interface and easy to switch between public view and admin view!

Cons

The only minor point I can think of is that it'd be great to be able to have the 'send reminders' option I the basic package too, as I just don't run enough classes to warrant paying for more, but I appreciate something has to give

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 6-12 months

Frequency of use: Weekly

Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Thanks very much for the love, Claire! Always great to hear how happy people are with the system :) Cheers, the Bookwhen team.

Read more
JUDY HENSON

Bookwhen has been a lifesaver, very easy to use and the customer support is excellent.

2017-06-20

Pros

It's fairly basic, but in a good way. Not too difficult for amateurs, but has enough content for those more experienced users.

Cons

I'd like to see more options for design/editing booking schedules.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 6-12 months

Frequency of use: Weekly

Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Thanks for the review, Judy! Great to hear we're a lifesaver :) Actually we do already have the ability to edit event information, including the ability to add HTML, photos and embedded videos. Please get in touch with support if you need any guidance on that!

Read more
Gina Davies

Freedom from the chores of invoicing, hooray!

2017-07-11

Very reduced administration costs for the business

Pros

It has transformed my business, booking and paying online for courses has removed the need for invoicing/purchase orders/supplier detail forms and payment chasing. fantastic!

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Frequency of use: Daily

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Thanks for the great review, Gina! Always happy to hear we've relieved someone of boring chores! Love from the Bookwhen team.

Read more
Rosemary Johnson

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

2018-05-18

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

I find adding classes or changes times easy to do. Email confirmation is fantastic, also easy option to cancel.

Cons

When I started I had the waiting list option and someone on list would be contacted if a place became available.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 6-12 months

Frequency of use: Daily

Likelihood to recommend

10/10
Source: Capterra
Helpful?   Yes   No
Read more
Tanya Thorn

Bookwhen Software Rocks

2017-01-24

There customer service is fantastic, they are very helpful and we found them to be quite responsive.

Pros

Ease of using the product.

Cons

Both in terms of viewing a list of all people on the wait list without having to scroll through all bookings and in terms of contacting them and booking them into a different time slot.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Time used: 2+ years

Likelihood to recommend

9/10
Source: Capterra
Helpful?   Yes   No

Response from Bookwhen


Hi Tanya,

Thanks very much for your review :) Thanks for the feedback regarding the waiting list. The function works really well for the vast majority of our customers, but I can see how things would be a bit trickier in your case as you had around 40 appointment slots per day. You're welcome to get in touch as we'd love to make the waiting list process work even better for appointment set ups like yours!

Thanks, Luke

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