Bookwhen Reviews

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.

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.

A bit fiddly for the user

Comments: Once you know what you're doing, it's a great product - but it definitely needs some work on the user interface to add calendar links and to be able to cancel booking easily.

Pros:

Integrated seamlessly into a Squarespace website I built. Looks very slick and scrolls with the page.

Cons:

As. user it has 2 main flaws. 1. bookings for online events, when you add the event to your calendar, there's no link. You need to go to your email to link to the event online. 2. when you cancel an event it can be a bit of a maze to actually find your booking and cancel it. It's not at all obvious. I know my client has had lots of complaints about people not being able to cancel her classes.

Awesome solution to class tickets with good support & very good pricing

Comments: I am so delighted every day we found Bookwhen. We were using Mindbody before and paying over £200 month, now we are paying £23 a month for a better less complicated booking system. It's so easy to upload courses, add extra dates etc.
The support is very good and fast email response, they even offer to call me when I'm really stuck

Pros:

The class passes is a great system, enabling students to bulk buy then use up as they go. The discount codes are good. the schedule is so easy to link up to our website. I LOVE that students can easily see how many spaces are left on a course

Cons:

The only thing I struggle with is the discount codes have to be either for tickets or class passes, I wish they could be used on either. It also doesn't have gift cards facility but actually this is fine because we use GiftUP, a separate app widget on our site to sell the cards, then as people buy them we add the generated code into Bookwhen as a discount code

Exceptional customer service, support and fantastic product - these guys have everything covered.

Pros:

The simplicity for the end user and the simplification of our in-house processes. It has completely transformed and taken away so many issues that we had with our previous WordPress plug-ins, and it appears that every angle has been considered so that just about everything you need has been thought of. On top of that the customer service and support are exceptional, and a standard to aspire to, as are the detailed how-to guides that will answer just about everything you can think of.

Cons:

Nothing significant really. I initially didn't find the booking page that attractive, but once it had been customised and set up I changed my mind about that. I would have liked to have customised the filter button colours to our brand colours as well. I also would have liked a work-around for when someone has booked already but goes back to add a child or an adult later and it doesn't allow them because of the duplicate booking.

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

Comments: 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.

Bookwhen - Simply Amazing

Comments: Parents can book their children on to our holiday clubs and summer schools. We've never had a complaint. It's very easy to use and makes life so easy for me as a business leader.

Pros:

Bookwhen was so easy to implement into my website. We've had about 500 bookings via bookwhen over the last year and never had a problem. It has truly transformed my business.

Cons:

There is nothing that I don't like about this product.

Great booking software

Comments: Very positive experience.

Pros:

Scheduling is easy, booking is straightforward for customers. Technical support is very good.

Cons:

Suits my business requirements perfectly.

Love Bookwhen

Comments: Booking system - brilliant
Customer Service - exceptional!

Pros:

It's simple but effective to use and saves me a whole heap of time with client bookings!

Cons:

I'd like to see an option to have client notes on there, eg stiff low back etc

Great functionality

Pros:

I love how they have thought of everything I might need, and even included things that I didn't realise that I needed - like the waiting list with a time limit. I tried another booking site and it didn't have anything close to the functionality of Bookwhen. I soon learnt my way around and found it very easy to use and really could not be running my business without it now. It has taken away so much of my stress.

Cons:

I haven't found anything yet that I don't like.

Great for Dance clubs or any other after school clubs

Comments: Great. Super friendly staff and so easy to use but if you do have questions you can do an online chat

Pros:

This software makes booking classes easy. All the information is stored and saved for the organisation. For those booking on reminders and confirmation emails are sent do they have clear details of what they have signed up too. The page it sets up for you looks professional and classy.

Cons:

It does not link to my account software or mailing software

BookWhen

Comments: BookWhen is fantastic. It has allowed us to streamline our administration system, saving alot of time. this means that we have been able to extend our programmes and run programmes in other localities.

Pros:

The setup was easy. The scheduling is great and customers love the online booking system

Cons:

It would be fantastic if it could send texts in the same way it sends emails to groups.

Tremendously flexible booking application

Comments: From the very beginning Bookwhen and it’s founders were very easy to communicate with and helped me understand how to interface easily between my web site, the application, and getting payment to my account, and providing a completely flexible data search system in order to find previous orders, edit events, and put together client mail lists. I still believe it is one of the best, and least costly booking system available.

Pros:

Always allows me to set an ongoing schedule, but also gives me ability to change daily bookings on the fly from my mobile phone instantaneous if needed. I have been a Bookwhen user for over ten years and it has really helped me manage my client bookings seamlessly allowing me to focus on taking care of clients.

Cons:

I can’t of anything pg that I would change about Bookwhen.

Amazing for Small Business Users

Pros:

Bookwhen saves me so much time every single day!! It has completely taken away the headache from my booking procedures, it allows me to take prepayments, have class waiting lists, sends automatic reminders. All these things I personally used to do manually on pen and paper, through phone contact with each client. Now the bookings just roll in everyday with ease! It is tremendous value for money, in fact it’s the only bill I see coming in every month that brings a smile to my face, knowing it’s money well invested.

Cons:

There are some minor technicalities that occasionally crop up but the customer service response is so efficient that it doesn’t bother me. They also seem to be improving functionality constantly so if they notice something not working to a great standard you can be sure they will improve it soon!

The perfect fit

Comments: I spent months trying to find the perfect booking system to meet my needs. There were many good products on offer, but nothing that gave me what exactly what I was looking for...there was always a compromise somewhere. I then found Bookwhen and it was a perfect fit. It has revolutionized the way we operate our business. It is user-friendly, very easy to navigate both backends and for our guests and it has a great design/layout which matched the look and feel of our website. Bookwhen also offers quick and professional support whenever you need. I was able to share feedback, so when the new system was introduced with the new improvements, I felt that my feedback was taken into account and that we had grown together! It really is a fantastic booking system, our business is running at 100% occupancy and I feel that this is partly due to the ease of online bookings. We will be going into our 5th year with Bookwhen and I cannot recommend it highly enough.

Pros:

Ease of use/very simple back end User-friendly, clients find it easy to use and we have never had someone, not book due to the difficulty of the booking system. Great design - Clean and neat Does exactly what I need it to do Excellent support

Cons:

Nothing I think it has more features than I am making full use of!

Bookwhen has made a massive difference!

Comments: Great customer support. Very patient and friendly!

Pros:

The automated system that enables customers to determine availabilty and book in themselves 24/7.

Cons:

Would like to more easily amend booking infomration if there are changes e.g. to attendees. Also wouold like to be able to transfer payment if a booking is cancelled before a transfer is made. Also cannot currently transfer to booking of higher vale and pay the difference.

This has been one of the easiest quick wins for my business. It has streamlined my booking process.

Pros:

Ease of use, tagging classes to be able to categorise them, the discount functionality, the teams speed of response.

Cons:

It is not a difficult system but it can take a few months to iron out any small quirks to make it match your exact business needs. There are a few minor functionalities that I would like it to have like a client notes section but the team know about this and add it to their list of modifications for the future. The CSV file it provides me does not give me the exact MI I need so I am having to adapt to it. That said I have not spoken to the team about it so maybe it can be resolved.

Brilliant!

Comments: I now have way more time, I don't have to manually 'register' my students. I also don't have to worry about who has paid for class, the online payment system has sorted that. My students love the ease of booking class. I just have to work out how to link Zoom to Bookwhen so I will be messaging [SENSITIVE CONTENT HIDDEN] in Customer Support to help. Customer Support is AMAZING by the way, they are so helpful and have so much patience. Bookwhen has been a revelation.

Pros:

Once you get used to the layout and the different functions, it is an easy system to run.

Cons:

It did take me a little while to overcome my resistance to technology and I definitely made things harder for myself in the early days. If you are like me and struggle with tech stuff setting up Bookwhen may be a challenge.

Saved our Business

Comments: We had a pay on entry system before COVID, then requiring a system to monitor and control numbers this system is perfect.
We now have a number of all our members, a Fantastic booking system that makes our lives so much easier, a simple register saving time, plus we receive the funds even if participants don’t attend.
Customers of ours all comment on how much easier this system is, they no longer need the cash.
Simple process, easy to change and transfer times/ days.
Happy members, happy gym.
A total lifesaver at such difficult times. Thank you so much you have made a huge difference to our business, adapting to difficult times, making life so much easier for everyone.

Pros:

So easy to use, Let’s us know exactly how many participants we have to plan sessions, Know we have enough in to cover all the overheads. Excellent service, personal service if you have any issues/queries, you can have an actual conversation with a person!

Cons:

Just an ability to book a number of places from 1 email account. Other than that (of which they could probably now already do) nothing at all. Such a life saver!

Simple, easy to manage & integrate into payments

Comments: It’s got better over the 12 years we’ve been using it.
It’s great that we don’t have to run any software on our own systems.

Pros:

Easy to add new courses and see who is attending via the integration into our calendar. Love the integration with Stripe for payments.

Cons:

Like all software, I would like some additional features, the main one being split payments through Stripe via Klarna. The other is the ability to automatically send out a post course email.

Makes life easier!

Comments: Great customer service and overall really user friendly and efficient and no issues so far.

Pros:

It's easy to use, navigate and adapt to your business and needs. The customer service is responsive, swift and efficient and it just makes bookings, ticketing and scheduling so much easier.

Cons:

The cost is still quite high for a monthly service especially for a small sole trader business like myself, a scale of payment options would be great whereby individuals, start ups and small scale businesses could pay a lower rate than bigger businesses - anything to keep costs low would be welcome. Loyalty and referral discounts too

More time to do what you do!

Comments: Awesome! Professional looking 'shop' front, less admin for me giving me back time to work on my real work - the planning and coaching and building my business! Clear integration to Zoom and PayPal. And again, great support team response giving you confidence that help is on hand if it all goes wrong. Thanks Bookwhen!

Pros:

The integration to Zoom is super helpful. My class members book the class and the system sets it all up through Zoom for me - they have one click entry, I have my meetings all in! Boom! The categories in the platform are easy to personalise and my biggest shout out is to the support service - any email queries I have sent in have been answered promptly and fully - it has really helped me gain confidence in the platform and having that real time support is brilliant.

Cons:

I am aware the platform continues to be developed but it would be awesome if there was some way of the system automatically checking folk in, so tracking attendance and then also noting popularity of classes over time. There is a workaround using your own spreadsheet (and manually clicking folk in), but this next level would be great to see.

Great, easy to use

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.

Great customer support and great for small businesses like mine.

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.

Great for children's classes!

Comments: Brilliant, exactly what I was looking for.

Pros:

Bookwhen was the only booking software I found that was really tailored for running children's clubs and classes, not primarily an appointment booking system, which I didn't want. It is simple for my customers to use and although it has taken me a while to get all of my information on and work my way round the system (but then don't they all?) it does everything I need it to do. The help service is really good, offering help articles, live chat or on the phone. They are UK based and real quick to respond.

Cons:

Just the time it took to work it all out, but all the other trials I did were the same, I don't think there is any quick fix!