Bookwhen
Online appointment scheduling software
- Features
- Ease of use
- Ease of management
- Quality of support
- Affordability
- Market presence
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€9 per month
Free TrialFree version
Small
Medium
Large
- Education and training
- Arts, entertainment, and recreation
- Accommodation and food services
What is Bookwhen
Bookwhen is an online booking and registration tool used to publish schedules and accept bookings for classes, courses, workshops, and events. It targets small businesses and independent instructors who need a public timetable, attendee management, and online payments. The product centers on an embeddable booking page and event listings rather than a full client management suite.
Class and event scheduling focus
Bookwhen is designed around multi-session classes, courses, and dated events, which fits instructors and organizers better than generic one-to-one appointment tools. It supports publishing a schedule that customers can browse and book from. This structure reduces manual coordination for recurring or multi-date offerings.
Embeddable booking pages
Bookwhen provides booking pages that can be linked or embedded into an existing website. This helps organizations keep their own web presence while adding booking functionality. It also supports sharing schedules via a hosted page when a standalone website is not available.
Online payments and booking controls
The platform supports taking payments during booking and setting booking rules such as capacity limits and cut-off times. These controls help manage attendance and reduce overbooking. Payment-at-booking can also reduce no-shows for paid sessions.
Limited CRM and pipeline depth
Bookwhen is primarily a booking and registration system, not a full customer relationship management platform. Teams that need deal pipelines, lead tracking, or advanced client communications typically require additional tools. This can increase operational complexity for businesses that want an all-in-one system.
Less suited to complex services
Organizations with complex service delivery (e.g., multi-staff routing, resource scheduling, or extensive intake workflows) may find the feature set narrower than broader scheduling suites. If scheduling needs extend beyond classes/events into detailed staff calendars and service menus, configuration options may be limiting. This can lead to workarounds or reliance on integrations.
Integration ecosystem may be narrower
Compared with larger business platforms, Bookwhen’s native integrations and automation options can be more limited depending on the required stack. Some workflows may require third-party connectors to sync contacts, payments, or marketing tools. This can add cost and ongoing maintenance.
Plan & Pricing
| Plan | Price | Key features & notes |
|---|---|---|
| Free | €0 forever | 50 bookings / month; 1 team member; 1 booking page; Free events only; Website integration (iframe or API). (Displayed on official pricing page.) |
| Lite | €9 + €1.71 VAT per month (monthly billing) / €90 + €17.10 VAT per year (annual billing — "2 months free" offer) | 300 bookings / month; 2 team members; 1 booking page; Payments & Discounts; Ticket transfers; Website integration; Online Events; Zoom integration; Online support. |
| Standard | €19 + €3.61 VAT per month (monthly billing) / €190 + €36.10 VAT per year (annual billing) | 800 bookings / month; 5 team members; 3 booking pages; Memberships; Reminder emails; Waiting list; Vouchers; Passes; Attendance tracking; Post-event emails; YouTube & Vimeo integration; Online support. |
| Plus | €39 + €7.41 VAT per month (monthly billing) / €390 + €74.10 VAT per year (annual billing) | 1800 bookings / month; 10 team members; 6 booking pages; All Standard features plus phone support (online & phone); Attendance tracking; Post-event emails; YouTube & Vimeo integration. |
| Gold / Enterprise | Contact Us / Custom pricing | Bespoke plans for high-volume or franchisor/reseller setups; contact sales. |
Notes: Prices and VAT amounts are shown on Bookwhen's official pricing page. Annual prices are displayed alongside monthly prices and the site indicates annual billing gives 2 months free.
