Bookwhen

Bookwhen

by Bookwhen

Who Uses This Software?

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.

Average Ratings

95 reviews
  • Overall 4.8/5
  • Ease of Use 4.7/5
  • Customer Service 4.9/5
  • Features 4.6/5
  • Value for Money 4.8/5

Product Details

  • Starting Price USD 15.00/month
  • Pricing Details 4 tiers of pricing ($15, $29, $59, $99) dependent upon size of event
  • Free Version Yes
  • Free Trial Yes
  • Deployment Cloud, SaaS, Web
  • Training Live Online
    Documentation
  • Support Business Hours
    Online

Vendor Details

  • Bookwhen
  • https://home.bookwhen.com/
  • Founded 2007

About Bookwhen

Whatever your activity, we make booking simple. We're the flexible online booking system for Classes, Courses, Workshops and Events. Our simple schedule page makes it easy for your attendees to book onto an event with no pre-registration necessary. Features include waiting list, 'basket' system for booking, custom booking form, online payment, attachments, discount options and in-app support.

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

Bookwhen Features

  • 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 Most Helpful Reviews

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

Reviewed on 16/03/2018
Carl B.
Head of Quality and Compliance
Education Management, 1,001-5,000 Employees
Used the Software for: 2+ years
Reviewer Source 
5/5
Overall
5/5
Ease of Use
5/5
Features & Functionality
5/5
Customer Support
5/5
Value for Money
Likelihood to Recommend:
Not Likely Extremely Likely

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 :)

Delighted and relieved to have found Bookwhen

Reviewed on 29/12/2019
Kat N.
Owner and sewing teacher
Arts & Crafts, 2-10 Employees
Used the Software for: 6-12 months
Reviewer Source 
5/5
Overall
5/5
Ease of Use
5/5
Features & Functionality
5/5
Customer Support
5/5
Value for Money
Likelihood to Recommend:
Not Likely Extremely Likely

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

Great for a small business!

Reviewed on 10/11/2019
Andrea O.
Perinatal Yoga Teacher
Health, Wellness & Fitness, Self Employed
Used the Software for: 1+ year
Reviewer Source 
4/5
Overall
4/5
Ease of Use
4/5
Features & Functionality
5/5
Customer Support
5/5
Value for Money
Likelihood to Recommend:
Not Likely Extremely Likely

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

Helped for a good period of time

Reviewed on 27/11/2018
Bradley M.
Social Media & Communications Advisor
Sports, 51-200 Employees
Used the Software for: 2+ years
Reviewer Source 
4/5
Overall
4/5
Ease of Use
3/5
Features & Functionality
3/5
Customer Support
5/5
Value for Money
Likelihood to Recommend:
Not Likely Extremely Likely

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

I bloomin' love Bookwhen!

Reviewed on 05/11/2019
Claire L.
Owner
Sports, Self Employed
Used the Software for: 1+ year
Reviewer Source 
5/5
Overall
5/5
Ease of Use
5/5
Features & Functionality
5/5
Customer Support
5/5
Value for Money
Likelihood to Recommend:
Not Likely Extremely Likely

Comments: 1. I am saving myself a ton of time (literally hours each week) on bookings, cancellations, transfers and waiting lists. 2. I have definitely made more money using Bookwhen than doing the old paper / cash method. I set Bookwhen up so that all payments are taken in advance. This eliminates any risk of someone turning up $5 short, or forgetting their wallet. It also eliminates me having to remember who owes me what. Having it all automated means the money just lands in my account. I literally love Bookwhen and hope they never get sold to someone else or change anything!!

Pros: Where do I begin with the pros of this software? There are so many! I run a tiny yoga studio and I am the only teacher. This software manages all the bookings, provides a waiting list option, allows me to offer ten-passes, multi-class discounts and promo codes. It lets me have more than one schedule (e.g. I have one for my regular classes; one for a retreat; and one for some special workshops. The great thing about this is that e.g. the workshops are only open to a select group of advanced students, so all the other students don't even see that on the schedule). It also allows the students themselves to cancel or transfer their bookings, which saves me a ton of time... Before I opened the studio, I had thought about going old-school and using text message / physical ten-passes / cash payments. Thank god I didn't do that. The amount of cancellations and transfers that people do would have meant that I spent my entire life remembering whether Betty was coming on Tuesday, or if Bob wanted to come on Thursday if there was a spot, and did Marion say that she would let me know about Saturday. I also love that it integrates with Stripe, which is very easy to use. Added to that, the customer service is exceptional. There is an easy to use chat button, and whilst it is not manned 24/7, I always get a response by their next working day. The response always answers my question and the customer service agent is always polite (even when I am probably asking a dumb question).

Cons: There are a couple of slightly clunky features. Everything does do as it should, but occasionally it takes you a moment to figure out what to press to make it happen. However, the Bookwhen support team is so responsive and really open to suggestions about how to make it better.

Vendor Response

by Bookwhen on 07/11/2019

Hi Claire, thank you so much for leaving such an honest and detailed review. We really appreciate you taking the time and this will be hugely useful to anyone looking for a new booking system! Hopefully one day we can provide instant live chat support in Australia :-) Really great to have you on board! - Jenny

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