Bookwhen

Bookwhen is a booking system for classes, courses, events, activities and experiences. It suits organizers adding structured registrations to an existing website, especially those running recurring sessions with varied tickets or group places. The main attraction is flexible booking and payment handling; the main constraint is that the free tier is limited to free events and relatively small volumes.

Overview

Bookwhen combines event schedules, registration and payment collection in embeddable booking pages. You can place those pages in WordPress, Wix or Squarespace, so an organization can keep its current website while adding a booking workflow. An API is also provided for integrating event data into a website, which is useful when a standard embed is not enough.

The mobile-first web app is intended for phone and tablet use, and the listed platforms are web and API rather than native desktop or mobile applications. Calendar synchronization is one-way, so it fits teams that mainly publish Bookwhen schedules outward, not those requiring two-way updates between calendars.

Key features

Scheduling and registration

Recurring schedules handle repeating classes and courses without treating every session as a separate setup. Multiple ticket types and group bookings support different prices, categories or attendance sizes. Custom booking forms collect information beyond a name and email, while waiting lists help manage full sessions. Discounts and passes provide ways to structure repeat attendance or special offers. Automated reminders reduce manual follow-up before an event.

Payments and online events

Customers can pay through Stripe, PayPal or WorldPay, or use offline payment methods. Payment providers apply their own processing fees. Bookwhen does not charge a fee for free bookings or bookings marked as paid offline, which can matter to community groups and no-cost events. It can automatically create Zoom meetings and place YouTube or Vimeo videos on secure event pages for attendees, extending the system to online or blended activities.

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 or email during regular business hours, with the company reporting an average response time under 10 minutes. Those assurances are valuable for organizations handling attendee data, although they do not change the practical limits of the lower plans.

Pricing

A 14-day trial lets prospective customers evaluate paid functionality before committing. The Free plan costs $0 forever and allows 50 bookings per month, one team member and one booking page, but only for free events. It is appropriate for a small organizer testing the workflow or running genuinely free sessions; it cannot support paid ticket sales.

Lite costs $16 per month and raises capacity to 300 bookings per month with two team members and one booking page. It is the sensible step for a small paid-events operation, though the single-page limit remains. Standard costs $29 per month for 800 bookings, five team members and three booking pages, suiting organizations with several programs or staff. Plus costs $59 per month for 1,800 bookings, ten team members and six booking pages, aimed at larger multi-program operations.

Enterprise has custom pricing and is intended for bespoke plans, franchisor systems, reseller accounts and class-search portals. Across paid tiers, online payment providers still charge separate processing fees, so subscription cost is not the complete payment expense.

Platforms

Bookwhen runs as a mobile-first web app and offers an API. Booking pages can be embedded in WordPress, Wix and Squarespace, while Zoom, YouTube and Vimeo integrations support online event delivery. The one-way calendar sync is the principal platform limitation for teams expecting bidirectional calendar management.

Who it's for

Bookwhen is built for small businesses, individuals, non-profits and franchisors organizing classes, courses, activities or experiences. It is particularly well matched to organizers with an existing website, recurring schedules, several registration choices and a need to accept both online and offline payments. Teams needing two-way calendar synchronization, native apps or more than one booking page on the entry paid tier should assess the higher plans or other products.

Pros and cons

Pros

• Recurring schedules, ticket types, group bookings, forms, waiting lists, discounts and passes cover complex registration patterns.
• Stripe, PayPal, WorldPay and offline payments accommodate different customer preferences.
• Embeds for major website builders and an API avoid forcing a website rebuild.
• Zoom creation and secure video embeds support online sessions.
• ISO/IEC 27001:2022 and Cyber Essentials Plus certifications provide a clear security posture.

Cons

• The Free plan accepts only free events and caps usage at 50 bookings per month.
• Lite still provides only one booking page, limiting organizations with multiple brands or programs.
• Calendar synchronization is one-way rather than bidirectional.
• Online payment processing fees are charged separately by the payment providers.

Alternatives

For a broader comparison of class-focused tools, see Class Scheduling Software; appointment-led businesses can review Appointment Scheduling Software.

• Bookamat offers a free-after-trial plan for studios with 10 or fewer active clients and runs on Android, iOS, Linux, macOS, web and Windows.
• Class Manager has no monthly subscription on its free plan, with a flat service charge for online payments and tailored high-volume pricing.
• PushPress offers unlimited leads, admins, members and staff without monthly fees on Free, charging 4.99% plus $0.30 for card payments and 2.89% plus $0.30 for ACH.
• Stepsi uses annual pricing billed monthly, with Plus for up to 100 active members and Grow for up to 250.
• WellnessLiving starts at $62 per month billed annually on Starter, including one staff member and classes and appointments booking.
• CourseDeck has a free Starter plan for 25 active students, one location and one admin.
• Omnify has a Free Forever tier for two team members and 100 clients, with unlimited bookings and a 5% transaction fee.
• ClubReady is a paid platform with pricing provided through a demo.

Verdict

Choose Bookwhen if you need recurring class or event booking pages, varied registration options and online or offline payments that can slot into an existing website. Its paid tiers scale booking volume and staff access, while the API and online-event integrations add flexibility. Look elsewhere if two-way calendar sync, native applications or a free plan that supports paid events is essential.