Overview

Bookwhen brings schedules, registrations and payment collection into one booking flow. Organizers can offer multiple ticket types, group bookings, custom forms, waiting lists, discounts and passes, then embed booking pages in sites built with WordPress, Wix or Squarespace. That makes it a practical fit for businesses that want to add bookings to an existing web presence rather than build a separate site around them.

Payments can run through Stripe, PayPal or WorldPay, or be handled offline. Payment providers charge their own processing fees; free bookings and bookings marked as paid offline carry no Bookwhen fee. The trade-off is that Bookwhen's calendar sync is one-way, so it may not suit teams that need two-way synchronization.

Key features

Scheduling and booking

Recurring schedules, multiple ticket types and group bookings cover a range of class and event formats. Custom forms, waiting lists, discounts and passes give organizers tools to manage registration and attendance conditions without limiting bookings to a simple single-ticket transaction.

Website and media integration

Embedded booking pages let customers book from a WordPress, Wix or Squarespace site. Bookwhen can also create Zoom meetings automatically and place YouTube or Vimeo videos on secure event pages for attendees. These integrations connect event details and online participation, though the product remains a mobile-first web app rather than a native mobile app.

API and support

The API exposes event data for integration into a website, which is useful for teams that need to fit event information into an existing stack. The web app is designed for mobile and tablet use. Bookwhen says support is available through in-app chat or email during regular business hours, with an average response time under 10 minutes.

Bookwhen states that it holds ISO/IEC 27001:2022 certification and achieved Cyber Essentials Plus certification in February 2026. That provides a concrete security credential for organizations evaluating a booking provider.

Pricing

Bookwhen uses a freemium model, with paid plans from $16/mo and a 14-day trial. The Free plan costs $0 forever and permits 50 bookings per month, one team member and one booking page, but only for free events. It is a useful way for a solo organizer to run no-cost events; charging attendees requires a paid plan.

Lite costs $16 per month and raises the allowance to 300 bookings per month, with two team members and one booking page. It is the entry paid tier for a small operation that needs to charge for bookings, but the single-page limit constrains organizers running distinct programs.

Standard costs $29 per month and includes 800 bookings per month, five team members and three booking pages. This is a more workable choice for growing teams with several programs. Plus costs $59 per month and includes 1,800 bookings per month, 10 team members and six booking pages, making it the stronger fit for larger booking volumes or more distributed staff.

Enterprise has custom pricing and offers bespoke plans, a franchisor system, reseller accounts and class search portals. It is aimed at organizations whose requirements exceed the fixed page, seat and booking allowances of the published tiers. Online payment processing fees are separate; free bookings and offline bookings marked paid incur no Bookwhen fee.

Platforms

Bookwhen is available as a web app and provides an API. Its mobile-first design targets mobile and tablet use, while embedded booking pages support common website platforms. Calendar synchronization is one-way, so teams needing changes to flow in both directions should check that limitation against their workflow.

Who it's for

Bookwhen is suited to small businesses, individuals and non-profits organizing classes, courses, activities or events, as well as franchisors that need a more tailored setup. It works especially well when an organizer wants integrated booking and payments on an existing website. Teams that need two-way calendar sync, or that quickly exceed the plan's monthly booking, staff or page caps, should weigh other systems.

Pros and cons

Pros: Embeddable booking pages and an event-data API let teams connect bookings to an existing website.
Pros: Recurring schedules, group bookings, passes, discounts and waiting lists support more than basic appointment registration.
Pros: Stripe, PayPal, WorldPay and offline payments provide several collection options; free and offline-paid bookings carry no Bookwhen fee.
Cons: The free plan is restricted to free events, so it cannot serve as a no-cost paid-booking tier.
Cons: Monthly booking, team-member and page limits rise by plan, making the right tier dependent on operational volume.

Alternatives

For a broader starting point, browse Class Scheduling Software or Appointment Scheduling Software.

GymMaster is a paid alternative with Android, iOS, web and API platforms; its Foundation plan is $89.00 USD per month for 100 current members, and Advanced is $129.00 USD per month. Zen Planner is another paid option with Android, iOS, web and API platforms; Zen Planner Studio is $99.00 USD per month for 0–45 active members, while Zen Planner Essentials is $198.00 USD per month.

Pike13 is worth considering for a studio that wants unlimited staff seats and client profiles: its Essential plan is $159.00 USD per month with a 12-month contract. TeamUp prices according to active customers; its 101–200 active customers tier is $189.00 USD per month. Wodify offers month-to-month services through Essentials at $199.00 USD per month, with unlimited clients and employees; its current promotion reduces the price to $99/month per location.

PushPress has a free plan with no monthly fees and charges 4.99% + .30 CC or 2.89% + .30 ACH; its Pro plan is $159.00 USD per month. WellnessLiving is a paid option with a free trial and a Starter plan at $62.00 USD per month billed annually. Bookamat offers free access after its trial for studios with 10 or fewer active clients.

Verdict

Bookwhen is a strong choice for class and event organizers who need flexible booking tools, payment collection and website embedding, with an API to bring event data into their stack. Its free plan provides a low-risk start for free events, while paid tiers scale by booking volume, staff and pages. Look elsewhere if you need two-way calendar synchronization or a free plan that accepts paid bookings.

	Bookwhen	Sign In Scheduling
Free plan	Yes	No
Free trial	Yes	No
Paid from	$13.33/mo	—
Open source	No	No
Platforms	api, Web	Web
Free plan	Yes	—
Booking pages	Yes	Yes
Calendar sync	one-way	two-way
Group booking	Yes	Yes
Automated reminders	Yes	Yes
Payment collection	Yes	Yes

Bookwhen vs Sign In Scheduling

Bookwhen

Sign In Scheduling