Bookwhen Pricing Plan & Cost Guide

Bookwhen

Flexible online booking system for SMBs

4.85/5 (147 reviews)

Bookwhen Pricing

Starting from: €9.00/month

Pricing model: Free, Subscription

Free Trial: Available

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.

Competitors Pricing

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Free Trial: Available

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Xola

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Cayzu

Starting from: 4.00/month
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Free Trial: Available

Nutshell

Starting from: 19.00/month
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Free Trial: Available

Bookwhen Pricing Reviews

Pros
  • The customer service and support has always being outstanding- this was so important when I was setting up and had lots of questions.Vikki S.Read the full review
  • Overall I'm just thrilled with being able to take all my booking through this site because of its simple platform and the phenomenal customer service help at hand.Brooke S.Read the full review
  • The software was easy to set up and use ( even for not technical persons like me). It looks super professional and gave our events a quality feel.Kevin W.Read the full review
Cons
  • Maybe the trial could have been a bit longer to alow for the set up would be my only negative comment.michelle f.Read the full review
  • I recently contacted Bookwhen to cancel my subscription as I haven't been using it.Steven B.Read the full review
  • The only negative is that it doesn't look as 'sexy' as wanted it to. It is a little boring in it's over all look.Bizzy G.Read the full review
99%
recommended this to a friend or a colleague

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

Kelly K.

Great Product!

Used daily for 2+ years
Reviewed 2018-11-20
Review Source: Capterra

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


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.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Claire L.

No need to look anywhere else, Bookwhen is the best option!

Used daily for 6-12 months
Reviewed 2019-06-26
Review Source: Capterra

Bookwhen has enabled me to run my tiny yoga studio with a lot less stress. I had been thinking of just doing bookings by SMS etc, but within 48 hours, Bookwhen had already demonstrated its value. There is zero chance I would remember everyone's bookings/cancellations/changes if it was done by SMS. With Bookwhen, my customers can make their own changes whenever they need to, meaning I don't need to get involved.

Pros
Ease of use, excellent customer service and fantastic pricing.

Cons
There are minor limitations... eg it doesn't integrate with Mailchimp yet. But this is offset by the excellent customer service - willing to listen to suggestions, always respond quickly to confirm whether your idea is already on their list of things to look at etc...

Response from Bookwhen


Hi Claire, thank you so much for your wonderful review. We're really pleased you didn't go with the SMS idea and chose Bookwhen instead! :D We always welcome your suggestions and feedback and look forward to many more years of working together! - Jenny

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Tanya T.

Bookwhen Software Rocks

Reviewed 2017-01-24
Review Source: Capterra

As a small non-profit ticketing software can be overly expensive for our organization. Bookwhen offers a great product that meets our needs at an affordable price. There customer service is fantastic, they are very helpful and we found them to be quite responsive. They continue to add new features each year which has given us additional functionality. Highly recommend this product!!!

Pros
Ease of using the product.

Cons
There needs to be an easier way to manage people that are on the wait list. 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.

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

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 9/10

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Leonie M.

Best Booking Software Ever!

Used daily for 2+ years
Reviewed 2018-05-21
Review Source: Capterra

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.

Response from Bookwhen


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

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Jonathan P.

Easy to use and great value

Used weekly for 2+ years
Reviewed 2017-01-18
Review Source: Capterra

I've been using bookwhen for my social media workshops since launch and have found it easy to use and good value. Perhaps more importantly, delegates have found it straightforward to book my training. Answers to queries are speedy. It's great to see the service being improved. For example, the addition of Stripe as a payment option was a welcome addition. I would recommend for an business or event organiser looking for an easy to use, flexible and good value booking system.

Pros
Ease of use Flexible Addition of new options Cost

Cons
Hard to think of any.

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!

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Ruth S.

Simple to set up, affordable, great features, great customer support. Ticks all the boxes for me!

Used daily for less than 6 months
Reviewed 2020-01-31
Review Source: Capterra

I've been using Bookwhen for a week now and I'm struggling to find something I don't like about it after having spent weeks searching for affordable software that actually does what I need. I'm loving it!

Pros
A price that is affordable for my small freelance business, ease of use with some really great features such a several ticket types/earlybird options, multiple locations for classes/events, showing how many spaces are still available for each ticket type, very quick and helpful support. I also love that I can embed the calendar onto my website's 'What's On' page and clients book directly from there. Highly recommended! Thank you BookWhen!!!

Cons
Yet to find any to be honest! I finding it's offering me everything I was looking for in a booking system.

Response from Bookwhen


Hi Ruth, thank you so much for your kind words, it's really great to hear there's nothing you'd change about Bookwhen :-) If you do think of anything in the future, let us know! - Jenny

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Gihan N.

Bookwhen super easy booking

Used occasionally for free trial
Reviewed 2021-05-13
Review Source: Capterra

overall this software is the best choice for deploying your booking system by considering others.

Pros
My most like thing about the Bookwhen is the interface they provided. It's very customizable and it saves more time and effort than other systems. and the implementation cost also very low

Cons
The customer service, this is like others. they not giving priority for solve our issues. this will waste most of customer time.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 7/10

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Bizzy G.

Ease of use

Used daily for less than 6 months
Reviewed 2020-11-26
Review Source: Capterra

The situation with covid-19 impacted my business. I teach yoga and my demographic is retired older people many of who were shielding. Bookwhen gave me the opportunity to take my classes online via zoom and a way to pay using paypal. It was easy to set up and it is easy to manage.

Pros
I wanted to create a website so that clients could book and pay in advance of my classes. The costs of creating one from scratch were mounting, a friend suggested bookwhen and this proved a much cheaper and easier way of bringing my yoga business online.

Cons
The only negative is that it doesn't look as 'sexy' as wanted it to. It is a little boring in it's over all look. But it does the job and does it well.

Rating breakdown

Value for money
Ease of use
Features

Likelihood to recommend: 10/10

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Andrea B.

Overall an excellent product, affordable option for small and tiny businesses

Used weekly for 2+ years
Reviewed 2018-05-15
Review Source: Capterra

Pros
The cost: I teach CPR as a hobby and net profit is only a few hundred a year. Bookwhen has been an excellent low cost option that meets my needs well. My customers can pay online if they want, they can see my scheduled classes and the details and locations for those classes.

Cons
Just minor things: There is a little bit of confusion when there is the option to pay at class - the checkmark to pay later is kind of buried for the user. Also, some of the more advanced scheduling could be a little smoother, but overall it's very good.

Response from Bookwhen


Thanks for the review, Andrea! We'd like to think the 'pay later' option is as prominent as the online payment option when activated. You could maybe consider adding some more text to the offline payment instructions to make it clearer? We'd love to hear your feedback on the advanced scheduling too - we're always looking to optimise.

Thanks for being such a committed Bookwhen customer! Here's to many more years of CPR training.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Joel H.

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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Debbie R.

Great, easy to use

Used daily for 2+ years
Reviewed 2018-05-15
Review Source: Capterra

Pros
Easy to set up Easy to manage Saves time Good price Reply quickly to messages Simple Easy to adjust

Cons
Would like a membership option where clients can book 1 or 2 classes per week anywhere on the timetable and this currently isn't possible. Would like client profiles to enter info about current members and prospects. Link to MailChimp would be amazing.

Response from Bookwhen


Thanks for the review, Debbie! Memberships are something that's coming towards the end of the year :) In the meantime there are some really strong workarounds that we'd be happy to explain if you get in touch. We're also going to have an auto-upload to Mailchimp lists soon too, and it's all GDPR proof :)

Thanks, Luke

Rating breakdown

Value for money
Ease of use
Features
Customer support

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Anonymous

Excellent software, excellent customer service and excellent value.

Used weekly for 1-2 years
Reviewed 2018-05-15
Review Source: Capterra

Pros
I like that the software and service charges a flat rate for transactions and not a percentage rate on ticket prices.

Cons
The user flow for admins is a little choppy, including the search functions and calendar views. I think there could be a more intuitive way for the layout of the the settings menus.

Response from Bookwhen


Thanks for your feedback on the system and glad to hear you appreciate the transparent, flat monthly fees :)

Based on the consensus from most customers, we'd like to think the system is pretty intuitive already. However, we have actually spent the summer making the system even more intuitive for mobile/tablet users and consolidating some of the admin options into more sensible places. We hope you appreciate the updates and please give us a shout if you have any more suggestions on changes to the system :)

Love from Bookwhen.

Rating breakdown

Value for money
Ease of use
Features
Customer support

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juliana p.

Easy to use and good functionality for small business

Used daily for less than 6 months
Reviewed 2018-05-21
Review Source: Capterra

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.

Response from Bookwhen


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!

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 8/10

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Jasmine S.

Easy to use and good customer service

Used daily for 1-2 years
Reviewed 2020-02-25
Review Source: Capterra

Keep detailed track of my bookings.

Pros
Great price, as we are an NGO. I find it easy to use and to keep track of. I like the customisable functions.

Cons
The interface could be prettier. I'd love to be able to use my webpage as an interface instead.

Response from Bookwhen


Hi Jasmine, thank you so much for leaving us such a great and honest review :-) If you're not using our integrated iFrame on your website yet and are interested, just drop us a message on the live chat so we can talk you through it! - Jenny

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 9/10

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Annette K.

First Time User

Used daily for less than 6 months
Reviewed 2021-05-13
Review Source: Capterra

It keeps everything very organized. Great customer service!

Pros
I like how this program has everything you need in one place. It takes payment, has Zoom and YouTube integration and allows customers to book classes.

Cons
It would be good to have a feature for customers to easily book an unlimited monthly membership for a set price.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Sarah T.

Excellent product, easy to use and brilliant technical support

Used monthly for less than 6 months
Reviewed 2018-07-11
Review Source: Capterra

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


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

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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johanna h.

Feedback

Used daily for 6-12 months
Reviewed 2021-04-19
Review Source: Capterra

I am happy with it.

Pros
Easy to use, great customer support, affordable.

Cons
An option where people can confirm their email address when booking would be great. Also, a "book" button etc when choosing a class/product would be great. Some people dont realise how to book.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Lisa L.

Great customer support and great for small businesses like mine.

Used daily for 2+ years
Reviewed 2018-05-17
Review Source: Capterra

Pros
It's a good price for what I get and it works well for my purposes generally. I like to use the voucher system but don't think I get the most out of it because I don't know how.

Cons
I really want to have reminders and waiting lists but will never need the extra bookings or admins so the package is limiting for my use. The landing page could look smarter and some of the print is too small or not obvious. eg voucher code and select number should be easier.

Response from Bookwhen


Hi Lisa, thank you so much for taking the time to provide valuable feedback. Please do reach out to us for any questions around vouchers - we would be very happy to help. - Jenny

Rating breakdown

Value for money
Ease of use
Features
Customer support

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Lucie B.

Fantastic Customer Service

Used weekly for 6-12 months
Reviewed 2017-01-18
Review Source: Capterra

The book when team are always on hand to offer fantastic help and customer service without making you feel inept! The 'new' version is very easy to use with a great looking customer interface. There are a couple of things that could be improved or added but the team are always welcome to feedback. Very happy and suits my small business perfectly!

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.

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

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Jo S.

Bookwhen are amazingly supportive

Used daily for 6-12 months
Reviewed 2021-05-04
Review Source: Capterra

my website looks more professional. Customers are now able to view, book and pay for their classes via my site and once they've booked they receive an automated email from me with links to videos or zoom meetings if applicable. I am keeping on top of the health screening forms and waiver documents. Also I'm finding my accounts quicker to produce. Bookwhen have a team of lovely people. I would love to meet them in person. They have been extremely patient and kind to me. I feel like they are my friends

Pros
I am the thickest person on the planet when it comes to using computers. I have been a Bookwhen customer since June 2020. They have held my hand from day one and still continue to do so. It is so lovely to have a team of wonderful people there to help me out when I get stuck. Finding your way around the system to do the basics is pretty easy. When you get stuck there are a team of experts to help you Monday to Friday and they are always quick to reply and extremely helpful. Most of the time you will not need live help as the Youtube videos and written articles are fantastically produced. There's also a Bookwhen community on Facebook that you can join. My clients are loving the Bookwhen scheduling app too. They enjoy using the system to book fitness classes with me. This saves me so much time. I don't have the burden of manually booking people in and out of classes or taking payment. This year it was so quick collate the information needed to produce my end of year accounts too. I will never use another scheduling app. Bookwhen are amazingly supportive.

Cons
A couple of times I've wished the system worked in a slightly different way. The great thing is that there is a feedback button that you can press and suggest these changes to them. I have noticed some changes since I've been a user. I hope eventually that the system will text my clients as well as email them to remind them of their bookings but I think that this facility will be extremely hard to find at an affordable price for someone like me who works by themselves to runs a few fitness classes a week.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Debra T.

Utterly Fabulous!

Used weekly for 6-12 months
Reviewed 2018-09-02
Review Source: Capterra

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


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!

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Matthew J.

A awesome product. I have been using it for the past 2 years and never had a problem

Used daily for 2+ years
Reviewed 2018-05-15
Review Source: Capterra

Value for money. Easy to set up amd navigate.

Pros
Easy to follow. If i had ever had a problem i can access FAQ or contact support and support returns very quickly

Cons
I have nothong to criticize for this product. It is perfect for my bookings and is money for value. .

Response from Bookwhen


Thanks for your review Matthew. Glad to hear that you are happy with Bookwhen! We will continue to innovate and add new features so please do let us know if there is anything else you need.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Toni M.

Effective

Used daily for 2+ years
Reviewed 2018-09-30
Review Source: Capterra

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


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

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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Renee V.

It works perfect for my small business.

Used daily for 1-2 years
Reviewed 2018-05-15
Review Source: Capterra

Pros
I like the ease of use for my side and the customers side as well. Also the charge for using the service is affordable.

Cons
Wish I could sell products on it. I would sell my artwork products. Once in awhile when a customer cancels a class it does not refund their money.

Response from Bookwhen


Hi Renee,

Thank you for taking the time to provide a review, we really appreciate it! Glad to hear that Bookwhen works well for you and your customers.

You can refund your customers through your payment gateway (Stripe, Paypal, Worldpay) but unfortunately we cannot push this through for you. However, I have noted your comments on this and your wish to sell products through Bookwhen (if the products you sell are similar you could set up a separate ticket for them, but this wouldn't work for unique items).

We are continually innovating and looking for the next feature to add so let me know if there is anything else you need.

Rating breakdown

Value for money
Ease of use
Features
Customer support

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Colin D.

Bookwhen - if you want one headache off your mind

Used daily for 2+ years
Reviewed 2021-06-07
Review Source: Capterra

This is a great tool and I would thoroughly recommend it to anyone wanting to manage bookings in a way that looks professional. Bookwhen are speedy when responding to questions and are a pleasure to deal with from a customer service perpective.

Pros
The ease of creating a booking process, which feels like its ours, is simple to use but gives us everything we need. It has made it significantly easier for me to manage training. The ability to create time bookable time slots within an event has been useful.

Cons
I think the pricing might be a little more nuanced. That said, I would have to acknowledge that Bookwhen were very accommodating when we came on board and did let us use functions at a reduced rate. It is a big jump to the next level if we want more functionality.

Rating breakdown

Value for money
Ease of use
Features
Customer support

Likelihood to recommend: 10/10

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