Bookwhen

Who Uses Bookwhen?

Perfect for anyone organising recurring or one off activities. From fitness classes to after school clubs, and from charity events to training workshops - we've got you covered.

What Is Bookwhen?

We're passionate about helping small businesses succeed - through great value booking software and a team focused on success, not just support.

Over the years we've transformed bookings for thousands of businesses, helped individuals follow their passions, and supported franchisors to scale internationally.

You can get set up in 15 minutes - join us for a free two week trial and slash your admin time today!

Bookwhen Details

Bookwhen

https://home.bookwhen.com/

Founded 2007

Bookwhen Pricing Overview

Bookwhen has a free version and offers a free trial. Bookwhen paid version starts at £9.00/month.

Starting Price

£9.00/month

Pricing Details

4 tiers of pricing (£9, £19, £39, £69) dependent upon the size of event

Free Version

Yes

Free Trial

Yes

Deployment

Cloud, SaaS, Web

Training

Live Online

Documentation

Support

Business Hours

Online

Bookwhen Features

Event Management Software
Badge Management
Budgeting
Conferences/Conventions
Exhibit/Vendor Management
Gamification
Room Block Management
Social Media Promotion
Sponsorship Management
Surveys & Feedback
Ticketing
Volunteer Management
Weddings/Parties
Activities Booking
Booking Notes
CRM
Customer Support
Group Reservations
Promotions Management
Rate Management
Room Booking Management
Third Party Booking
Attendee Tracking
Badge Management
Calendar Management
Class Registration
Contact Management
Custom Forms
Event Registration
Group Registration
Marketing Management
Online Registration
Onsite Registration
Payment Processing
Refund Processing
Self Check-in
Surveys & Feedback
Alerts/Notifications
Appointment Scheduling
Automated Scheduling
Class Scheduling
Employee Scheduling
Facility Scheduling
Group Scheduling
Multi-Location
Real-time Scheduling
Resource Scheduling
Room Booking Management
Barcode / Ticket Scanning
Concessions Management
Customer Data Management
Employee Management
Kiosk Ticketing
Mobile Ticketing
Online Ticketing
Onsite Ticketing
POS
Print-at-Home
Promotions Management
Season Tickets
Seating Map
Ticket Brokering
Ticket Reservations
Website Management

Bookwhen Reviews for UK Users

Showing 5 of 110 reviews

Overall
4.8/5
Ease of Use
4.7/5
Customer Service
4.9/5
Features
4.7/5
Value for Money
4.9/5
Carl B.
Head of Quality and Compliance
Education Management, 1,001-5,000 Employees
Used the Software for: 2+ years
  • Overall Rating
    5/5
  • Ease of Use
    5/5
  • Features & Functionality
    5/5
  • Customer Support
    5/5
  • Value for Money
    5/5
  • Likelihood to Recommend
    10/10
  • Reviewer Source 
  • Reviewed on 16/03/2018

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

Comments: 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.

Vendor Response

by Bookwhen on 22/03/2018

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 :)

  • Reviewer Source 
  • Reviewed on 16/03/2018
Kat N.
Owner and sewing teacher
Arts & Crafts, 2-10 Employees
Used the Software for: 6-12 months
  • Overall Rating
    5/5
  • Ease of Use
    5/5
  • Features & Functionality
    5/5
  • Customer Support
    5/5
  • Value for Money
    5/5
  • Likelihood to Recommend
    10/10
  • Reviewer Source 
  • Reviewed on 29/12/2019

"Delighted and relieved to have found Bookwhen"

Comments: 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

Vendor Response

by Bookwhen on 02/03/2020

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

  • Reviewer Source 
  • Reviewed on 29/12/2019
Bradley M.
Social Media & Communications Advisor
Sports, 51-200 Employees
Used the Software for: 2+ years
  • Overall Rating
    4/5
  • Ease of Use
    4/5
  • Features & Functionality
    3/5
  • Customer Support
    3/5
  • Value for Money
    5/5
  • Likelihood to Recommend
    6/10
  • Reviewer Source 
  • Reviewed on 27/11/2018

"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.

Vendor Response

by Bookwhen on 28/12/2018

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

  • Reviewer Source 
  • Reviewed on 27/11/2018
Wendy H.
Fitness Instructor
Health, Wellness & Fitness, Self Employed
Used the Software for: 1+ year
  • Overall Rating
    5/5
  • Ease of Use
    5/5
  • Features & Functionality
    5/5
  • Customer Support
    5/5
  • Value for Money
    5/5
  • Likelihood to Recommend
    10/10
  • Reviewer Source 
  • Reviewed on 04/05/2020

"Fantastic Customer Support"

Comments: I started using Bookwhen to schedule and administer Pilates, where clients must pay in advance for class, and which I keep to a limited number of participants. Bookwhen has been really powerful for me in lockdown - the integration with Zoom and YouTube has just made the logistics and admin for live stream and videoed fitness classes: I can offer my clients bundles of classes through different channels that I wouldn't be able to do otherwise.

Pros: Very intuitive; lots of guidance and advice available, and the Customer Service is so prompt and helpful. I use it for booking/payment of Fitness classes and it feels much more professional than manually administering customer contact. I love the automated email reminders. Overall, it is so easy to set up. And the monthly fee is scalable, so I started off with a free trial, and then the most basic offer, and have moved up as I have learned what more the software can offer.

Cons: The way that customers book - the steps involved in selecting each session individually - is the only thing I can think of. And none of my customers have complained, so this is being really picky!

  • Reviewer Source 
  • Reviewed on 04/05/2020
Andrea O.
Perinatal Yoga Teacher
Health, Wellness & Fitness, Self Employed
Used the Software for: 1+ year
  • Overall Rating
    4/5
  • Ease of Use
    4/5
  • Features & Functionality
    4/5
  • Customer Support
    5/5
  • Value for Money
    5/5
  • Likelihood to Recommend
    10/10
  • Reviewer Source 
  • Reviewed on 10/11/2019

"Great for a small business!"

Comments: 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.

Vendor Response

by Bookwhen on 20/12/2019

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

  • Reviewer Source 
  • Reviewed on 10/11/2019