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Bookwhen

bookwhen.com

From $13.33/mo Free plan WebAPI
Visit bookwhen.com
Spec score 9.1 #1 of 26 in Reservations Software

What it is

Bookwhen is an online booking system for classes, courses, events, activities and experiences. Organizers can publish booking pages, schedule recurring events, offer multiple ticket types and manage group bookings. Custom forms, waiting lists, discounts and passes add options for handling registrations. Customers can pay online through Stripe, PayPal or WorldPay, or use offline payment options; payment providers charge separate processing fees. Bookwhen says free bookings and bookings marked paid offline carry no fee. Pages can be embedded in websites built with WordPress, Wix or Squarespace. The service can create Zoom meetings automatically and embed YouTube or Vimeo videos on secure attendee pages. Its API provides event data for website integration, while calendar sync is one-way. Bookwhen describes its web app as mobile-first and designed for mobile and tablet use. The Free plan allows 50 bookings per month, one team member and one booking page, for free events only. Paid plans start at $16 per month. The company is based in Oxford, England.

Spec sheet

What it does
Bookwhen is a web booking system for classes, courses, workshops, events and activities, handling schedules, bookings and payments.Read 14 Oct 2026 · bookwhen.com
Purpose
Bookwhen is an online booking system for classes, courses, events, activities and experiences.Read 7 Oct 2026 · bookwhen.com
Free plan
YesRead 23 Sep 2026 · bookwhen.com
API
Bookwhen provides an API to integrate event data into a website.Read 7 Oct 2026 · bookwhen.com
Integrations
Officially available integrations include Zoom, YouTube, Vimeo, Bookwhen API, OpenActive, Stripe and PayPal, with Apple/Google Pay and Klarna available through Stripe.Read 14 Oct 2026 · support.bookwhen.com
Support
The company says customers can reach support by in-app chat or email during regular business hours, with an average response time under 10 minutes.Read 7 Oct 2026 · bookwhen.com
Headquarters
Oxford, England, United KingdomRead 28 Sep 2026 · bookwhen.com
API documentation
API documentation covers setup, permissions, tokens and filter parameters, while Bookwhen says its support team does not debug customer code.Read 14 Oct 2026 · support.bookwhen.com
Attendance
An online class register lets organisers mark attendance and customise the fields shown to staff.Read 14 Oct 2026 · bookwhen.com
Automated reminders
YesRead 23 Sep 2026 · bookwhen.com
Booking pages
YesRead 23 Sep 2026 · bookwhen.com
Booking tools
It supports recurring schedules, multiple ticket types, group bookings, custom booking forms, waiting lists, discounts and passes.Read 7 Oct 2026 · bookwhen.com
Browser requirements
Supported browsers are current Chrome, Safari, Firefox and Edge releases, with limited support for the latest three versions and no Internet Explorer support.Read 14 Oct 2026 · support.bookwhen.com
Calendar sync
one-wayRead 23 Sep 2026 · bookwhen.com
Company facts
LinkedIn lists Bookwhen as privately held, founded in 2014, headquartered in Oxford and employing 11–50 people.Read 14 Oct 2026 · uk.linkedin.com
Company ownership
Bookwhen says it has grown from its own revenue and has no funders.Read 14 Oct 2026 · bookwhen.com
Custom forms
Event-specific booking forms can validate responses and collect attachments, waivers and marketing consent.Read 14 Oct 2026 · bookwhen.com
Documentation and support
Support is offered through in-app chat, email, help guides and a user Facebook group; the company states an average response time below 10 minutes during business hours.Read 14 Oct 2026 · bookwhen.com
Fees
Bookwhen says online payment providers charge separate processing fees; free bookings and bookings marked paid offline carry no fee.Read 7 Oct 2026 · bookwhen.com
GDPR controls
The service describes Google Cloud hosting in London, restricted data access, automatic retention deletion, breach procedures and customer data rights support.Read 14 Oct 2026 · support.bookwhen.com
Group booking
YesRead 23 Sep 2026 · bookwhen.com
Integration limits
The help centre lists Zapier, Xero, HubSpot, QuickBooks, Shopify, Square, POS payments and full Mailchimp integration as unavailable; Worldpay is closed to new sign-ups.Read 14 Oct 2026 · support.bookwhen.com
Intended customers
Bookwhen says it serves small businesses, individuals, non-profits and franchisors organizing bookings.Read 7 Oct 2026 · bookwhen.com
Licence
Merchant terms prohibit copying, sublicensing, reverse engineering and accessing source code, indicating a proprietary hosted service rather than open-source software.Read 14 Oct 2026 · bookwhen.com
Limit: booking cutoff
A Trustpilot reviewer requested booking cutoffs by hours because the existing option was limited to one day.Read 14 Oct 2026 · trustpilot.com
Limit: interface and setup
Reviewers mention an initially text-heavy or unattractive interface, a learning curve during setup and calendar navigation that can feel clumsy.Read 14 Oct 2026 · g2.com
Limit: missing integrations
Reviewers report that Bookwhen does not connect to their accounting or mailing software, matching the official list of unavailable integrations.Read 14 Oct 2026 · getapp.com
Limit: workflow gaps
Reviewers cite difficulty switching classes, needing to open each waiting-list booking for customer details, and limits on changing email text or adding register comments.Read 14 Oct 2026 · capterra.com
Maker legal identity
The service is operated by Bookwhen Ltd, registered in England and Wales under company number 08914060.Read 14 Oct 2026 · bookwhen.com
Mobile access
Bookwhen describes itself as a mobile-first web app and says 70% of users access it from mobile or tablet devices.Read 14 Oct 2026 · bookwhen.com
Outages
Bookwhen records an October 29, 2024 outage and an August 17, 2025 processing delay affecting emails, reminders, Zoom updates and waiting lists.Read 14 Oct 2026 · support.bookwhen.com
Payment collection
YesRead 23 Sep 2026 · bookwhen.com
Payments
The product supports online gateways and offline pay-later bookings, with Stripe, PayPal and WorldPay listed for payments.Read 14 Oct 2026 · bookwhen.com
Praise: administration savings
Reviewers commonly say Bookwhen reduces manual administration, payment chasing and booking management work.Read 14 Oct 2026 · getapp.com
Praise: usability and support
Independent reviewers repeatedly describe setup and daily booking as easy, with fast, patient and helpful customer support.Read 14 Oct 2026 · trustpilot.com
Public API
Bookwhen provides a version 2 REST-style API at api.bookwhen.com, using account tokens and paginated event results with 20 items per page by default.Read 14 Oct 2026 · support.bookwhen.com
Rating on Capterra
4.9 out of 5 from 179 reviews.Read 14 Oct 2026 · capterra.com
Rating on G2
5.0 out of 5 from 1 review.Read 14 Oct 2026 · g2.com
Rating on GetApp
4.9 out of 5 from 179 reviews.Read 14 Oct 2026 · getapp.com
Rating on Trustpilot
4.8 out of 5 from 535 reviews.Read 14 Oct 2026 · trustpilot.com
Recurring schedules
Organisers can define an event once and have Bookwhen repeat it on a chosen schedule.Read 14 Oct 2026 · bookwhen.com
Security certifications
Bookwhen states it is PCI compliant and links to ISO 27001 and Cyber Essentials Plus certification records.Read 14 Oct 2026 · bookwhen.com
Ticketing
Multiple ticket types include course, family, group, exclusive and early-bird options, with multiple attendees selectable in one checkout.Read 14 Oct 2026 · bookwhen.com
TrustRadius listing
TrustRadius describes Bookwhen as event-registration software but shows pricing as unavailable and provides no aggregate review rating.Read 14 Oct 2026 · trustradius.com
Video and online events
Zoom meetings can be generated automatically, while YouTube and Vimeo content can be restricted to booked attendees.Read 14 Oct 2026 · bookwhen.com
Waiting lists
Bookwhen automatically manages waiting lists and lets organisers set the response time when a place opens.Read 14 Oct 2026 · bookwhen.com
Web app
Bookwhen describes its product as a mobile-first web-based app designed for mobile and tablet use.Read 7 Oct 2026 · bookwhen.com
Website embedding
Schedules can be embedded into WordPress, Wix, Squarespace or other websites with a code snippet.Read 14 Oct 2026 · bookwhen.com

Plans and prices

Free Free forever 50 bookings/month · 1 team member · 1 booking page · free events only · iframe/API integration Read 14 Oct 2026 · bookwhen.com
Lite $16 a month billed monthly 300 bookings/month · 2 team members · 1 booking page · unlimited locations/classes · payments and discounts · ticket transfers · iframe/API website integration · online events · Zoom · online support Read 14 Oct 2026 · bookwhen.com
Standard $29 a month billed monthly 800 bookings/month · 5 team members · 3 booking pages · memberships · reminder emails · waiting list · vouchers · passes · attendance tracking · YouTube/Vimeo · phone not included Read 14 Oct 2026 · bookwhen.com
Plus $59 a month billed monthly 1800 bookings/month · 10 team members · 6 booking pages · memberships · reminders · waiting list · vouchers · passes · attendance tracking · YouTube/Vimeo · online and phone support Read 14 Oct 2026 · bookwhen.com
Lite $160 a year billed annually 300 bookings/month · 2 team members · 1 booking page · unlimited locations/classes · payments and discounts · ticket transfers · iframe/API integration · online events · Zoom Read 14 Oct 2026 · bookwhen.com
Standard $290 a year billed annually 800 bookings/month · 5 team members · 3 booking pages · memberships · reminders · waiting list · vouchers · passes · attendance tracking · YouTube/Vimeo Read 14 Oct 2026 · bookwhen.com
Plus $590 a year billed annually 1800 bookings/month · 10 team members · 6 booking pages · memberships · reminders · waiting list · vouchers · passes · attendance tracking · YouTube/Vimeo · phone support Read 14 Oct 2026 · bookwhen.com
Enterprise Priced on request custom quote bespoke plans · franchisor system · reseller accounts · class search portals Read 14 Oct 2026 · bookwhen.com

Every Bookwhen plan and price →

Strong points and limits

Strong points

  • Supports recurring schedules and group bookings
  • Accepts online and offline payments
  • Embeds booking pages in common website platforms
  • Mobile-first web app

Limits

  • Free plan is limited to free events
  • Calendar sync is one-way
  • Payment providers charge separate processing fees

Who it suits

Bookwhen suits small businesses, individuals, non-profits and franchisors organizing bookings. Its free plan is limited to free events, while paid plans provide higher booking limits and team capacity.

Bookwhen in depth

Read the full write-up

Bookwhen is an online booking system for classes, courses, events and activities, aimed at organizers who need to manage registrations and payments alongside an existing website. Its booking tools and integrations cover varied event formats, but modest free-plan limits and one-way calendar sync may constrain growing teams.

Overview

Bookwhen brings schedules, bookings and payment collection together, with booking pages that can sit inside a WordPress, Wix or Squarespace site. That suits organizers who want to add booking functionality without rebuilding their web presence around a separate platform. An API also lets teams integrate event data into a website.

The calendar connection is one-way, a meaningful limitation for teams that need updates to pass in both directions. Bookwhen describes its web app as mobile-first and designed for mobile and tablet use; its listed platforms are web and API.

Key features

Scheduling and registration

Recurring schedules, multiple ticket types and group bookings accommodate more than single-session, single-ticket events. Custom booking forms, waiting lists, discounts and passes let organizers shape registration and access around their activities. Automated reminders can reduce the amount of booking communication staff must handle manually.

Payments and event content

Customers can pay online through Stripe, PayPal or WorldPay, or use offline payment options. Payment providers charge separate processing fees, while free bookings and bookings marked paid offline carry no fee. Bookwhen can also create Zoom meetings automatically and embed YouTube or Vimeo videos on secure event pages for attendees, useful when an event includes online participation or video content.

Security and support

Bookwhen states that it holds ISO/IEC 27001:2022 certification and achieved Cyber Essentials Plus certification in February 2026. Support is offered by in-app chat and email during regular business hours; the company reports an average response time under 10 minutes. Those commitments may matter to organizers handling attendee data, though the stated support availability is limited to business hours.

Pricing

Bookwhen has a free plan, paid plans from $16 per month and a 14-day trial. The difference between tiers is chiefly capacity and access: booking volume, team seats, booking pages and, on Free, whether events can charge.

PlanPriceLimits and inclusionsFree$0 forever50 bookings/month, 1 team member, 1 booking page; free events onlyLite$16 per month300 bookings/month, 2 team members, 1 booking pageStandard$29 per month800 bookings/month, 5 team members, 3 booking pagesPlus$59 per month1,800 bookings/month, 10 team members, 6 booking pagesEnterpriseCustom pricingBespoke plans, franchisor system, reseller accounts and class search portalsFree is a workable starting point for organizers running no more than 50 monthly bookings who only need free events and a single team member. It is not a low-cost way to test paid ticketing: paid events require a paid plan. Lite is the entry paid option, but its 300-booking cap and two seats make it best suited to a small operation with one booking page. Standard adds a third page, 800 monthly bookings and five team members; Plus doubles those limits again to six pages, 1,800 bookings and ten seats. These tiers give multi-staff organizers room to expand, although costs rise from $29 to $59 per month between them. Enterprise targets franchisors and resellers needing bespoke arrangements or class-search portals, rather than a single small operator.

Platforms

Bookwhen is a web app designed for mobile and tablet use, and its platform listing includes an API. Booking pages can be embedded in WordPress, Wix and Squarespace sites. This combination supports a web-first setup, but the one-way calendar sync may not fit teams that rely on bidirectional schedule updates.

Who it's for

Bookwhen says it serves small businesses, individuals, non-profits and franchisors organizing bookings. Its combination of recurring schedules, group booking, multiple ticket types and payment options is particularly relevant to classes, courses, events, activities and experiences. The right tier depends on how many bookings, staff and pages an organizer needs; free-event-only organizers have a distinct option, while paid ticketing starts with Lite.

Pros and cons

Flexible event setup: Recurring schedules, group bookings, ticket types, forms, waiting lists, discounts and passes cover varied registration needs.

Works with an existing site: Embedded booking pages and an API let organizers integrate booking into their web presence.

Multiple payment routes: Stripe, PayPal, WorldPay and offline options support different collection preferences; provider processing fees remain separate.

Free tier is sharply bounded: The 50-booking monthly cap, one-seat limit and free-events-only rule exclude paid events and leave little room for a larger team.

Calendar sync is one-way: Teams needing changes to flow both ways may need a different fit.

Alternatives

For a broader category shortlist, see Class Scheduling Software and Appointment Scheduling Software.

Bookamat is a freemium alternative with a free plan after its trial for studios with 10 or fewer active clients, and supports Android, iOS, Linux, macOS, web and Windows.

WellnessLiving is worth considering for buyers seeking Android, iOS and web support with a paid Starter plan priced at $62.00 per month billed annually, including one staff member and classes and appointments booking.

PushPress offers a free plan with no monthly fees and a Pro plan at $159.00 per month; its listed platforms are Android, iOS and web.

The Studio Director is a paid option with a free trial and Android, iOS and web support; its listed plans cover software-only or software-plus-payments packages for 0–100 students.

CourseDeck offers a web-based free Starter plan with 25 active students, one location and one admin, making it a point of comparison for smaller class operations.

Omnify has a free-forever web plan for up to two team members and 100 clients, with unlimited bookings and a 5% transaction fee; it may suit a buyer prioritizing those client and booking limits.

Class Manager is a free option on Android, iOS and web with no monthly subscription and a flat service charge for online payments.

Momence offers paid plans with custom pricing tailored to each business.

Verdict

Bookwhen is a strong fit for small organizations that run classes, courses or events and want configurable bookings embedded in their existing website. Its breadth of registration tools, payment routes and event integrations is the main reason to choose it; the free plan’s event restriction and low caps, paid-tier thresholds and one-way calendar sync are the reasons to look elsewhere if your operation needs more flexibility or capacity.

Verdict

Bookwhen covers event listings, bookings, payments and website integrations in a web app designed for mobile and tablet use. The free tier has defined booking and team limits; paid plans start at $16 per month.

Where Specifiction places it

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