Bookwhen Erfahrungen

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.

We needed software that allowed us to manage bookings and limit the number of spaces that could be booked, primarily due to COVID restrictions. During lockdowns we kept this system in place for our online sessions, which integrated beautifully with our Zoom account. The system was easy to set up and get started with, especially compared to the other solutions I found.

There's nothing that I can say is a negative for Bookwhen, in fact it keeps surprising me with the features it has, it just overall fits our needs. I guess the only thing I could say is that the 'Customers' section could have more customisation, we tend to get people booking and ultimately end up with duplicate names tied to the same email account, however that's likely more our own setup of Bookwhen.

Setting up classes is quite easy, especially with the featuring of repeating weekly and being able to click which days applicable. All our students love the automatic reminder emails 1 day and 1 hour before the class.

You can also attach your own Zoom account which will automatically create zoom access codes. Checkout is also a breeze since you can pay via credit card directly. PayPal also receives the payment in real time.

I don't like the fact that the zoom codes are automatically sent to the students whether or not they have settled the payment already. If they paid via Credit Card then that's okay, but if you also accept payments offline such as via Bank Deposit, GCASH, etc., this is bothersome.

The booking page is VERY plain and has 1 static look. Basically, it will just list down ALL your available classes and dates in ONE column. The most you can do is have button filters at the top of the page that will filter it depending on the class but again, it will just be in ONE list.

Booking multiple classes is tiresome since students will need to click each date and add to the cart one by one. There should be a better way of choosing dates.

The CLASS PASS feature was great at first but the way it was built on the page is annoying. If students click their preferred class pass it doesn't lead them to a page showing only which classes are applicable, it just leads you back to the main page. This makes our bounce rate really high.

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

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

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

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

Where do I begin with the pros of this software? There are so many!

I run a tiny yoga studio and I am the only teacher.

This software manages all the bookings, provides a waiting list option, allows me to offer ten-passes, multi-class discounts and promo codes. It lets me have more than one schedule (e.g. I have one for my regular classes; one for a retreat; and one for some special workshops. The great thing about this is that e.g. the workshops are only open to a select group of advanced students, so all the other students don't even see that on the schedule).

It also allows the students themselves to cancel or transfer their bookings, which saves me a ton of time...

Before I opened the studio, I had thought about going old-school and using text message / physical ten-passes / cash payments. Thank god I didn't do that. The amount of cancellations and transfers that people do would have meant that I spent my entire life remembering whether Betty was coming on Tuesday, or if Bob wanted to come on Thursday if there was a spot, and did Marion say that she would let me know about Saturday.

I also love that it integrates with Stripe, which is very easy to use.

Added to that, the customer service is exceptional. There is an easy to use chat button, and whilst it is not manned 24/7, I always get a response by their next working day. The response always answers my question and the customer service agent is always polite (even when I am probably asking a dumb question).

There are a couple of slightly clunky features. Everything does do as it should, but occasionally it takes you a moment to figure out what to press to make it happen.

However, the Bookwhen support team is so responsive and really open to suggestions about how to make it better.

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!!!

Yet to find any to be honest! I finding it's offering me everything I was looking for in a booking system.

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.

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.

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.

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

It has a simple interface where you can customise your event(s) and take multiple bookings or limit to just one booking per customer.

We use it to allow customers to book in for online webinars, consultations and training sessions.

We don't need to take any payment so I haven't used that part of the service.

It must be simple to use, as I've never had to reach out to their support team or even online documentation - it's all pretty self explanatory once you've had a poke around to familiarise yourself first.

It used to look a little dated but they recently got everyone on the old version to update to the new version (still free - yay) and it looks better now. It would be nice if you could customise the public facing page a little more, but for a free package, I'm not complaining!

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.

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.

The integration with my existing business processes was easy. Finding your way around the software is mostly instinctual but for the times when it isn't there are very well written guides and Monday to Friday there are a team of experts that can help you.

I love having everything in one place. My registers, customer information, booking information, waiting lists, fitness tips, what to bring, directions, disclaimers, terms and conditions etc etc. It's helped me become an organised person and deliver a better service.

When I am running courses I often run the majority of events as Zoom classes and the others as video classes. I wish I could set this up so that customers can instantly see which ones will be which but as soon as I select Zoom or Youtube it was make all the events one or the other. In the course description I get round this by stating that some of the events will be soon and some will be video classes.

Its simple to understand, offers lots of features, its support team is always available.

Nothing.

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

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

Very intuitive; lots of guidance and advice available, and the Customer Service is so prompt and helpful. I use it for booking/payment of Fitness classes and it feels much more professional than manually administering customer contact. I love the automated email reminders. Overall, it is so easy to set up. And the monthly fee is scalable, so I started off with a free trial, and then the most basic offer, and have moved up as I have learned what more the software can offer.

The way that customers book - the steps involved in selecting each session individually - is the only thing I can think of. And none of my customers have complained, so this is being really picky!

I like Bookwhen because I sought it out to deal with a client who runs a business that deals with pet transport adoptions. They coordinate a drive up from the south to New England every 2 weeks, and need to register all of the information about the animals (where they're going, their health records, etc) and also assure that each dog has an appropriately sized kennel on the van. It's a little confusing, but because of the nature of the business, it's really important that everything be done safely and efficiently. Bookwhen allows us to set up transports, register the dogs, and take down information not only on the rescue the dog is coming from but also their new home. I use Bookwhen for some other, routine businesses that need yoga classes or other things run, but ultimately what keeps me recommending them for scheduling is that Bookwhen works for complicated businesses who need to take in a lot of info from customers, customers need different "seats" (crate sizes) and sometimes other information at intake. Bookwhen allows for _all_ of it, which is the best possible scenario for us.

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.

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!

Setting up my Bookwhen account was very easy with step-by-step instructions to follow. I had researched many booking sites and just wanted something simple to book classes and some private training sessions and this was it. Its front end is clean and easy for clients to use. The backend is also pretty easy with a slight learning curve for a couple items but nothing inhibitive. Plus - and here's the REALLY IMPORTANT bit - the customer service is BAR NONE! Honestly, the tech staff replies quickly with friendly, helpful suggestions and, in some cases early-on, they completely took over my scheduling fiasco themselves and re-entered everything I had botched to help me with a time-sensitive issue. It feels like you are working with people who are actually working WITH you.
Bigger, expensive platforms leave you hanging or condescend when you ask for help. Bookwhen really feels like you have your own private team to get the best for your business.

There are a couple places where I feel like the scheduling software could be more intuitive, but once you've figured out the way it's set up it's just a matter of remembering where to go for what.

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.

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

As a yoga, pilates & somatics business sole trader, I do not NEED or desire complex tech. This booking platform suits me as it has all the features I require at a good value monthly price integrating also with zoom and allowing me to promote my class schedule with ease. My clients find this system easy to book as well.
The Class Schedule Listing looks professional and with online bookings there is much reduced admin in my own business.

There does not seem to be an UNDO feature like one button to Undo a mistake like ctrl=Z ; BUT if you run into ANY queries or problems, the customer service TEAM are on hand to fully help at all times with patience and efficiency.

For EXISTING CUSTOMERS - I think the Invalid Customer email could be improved so that the System identified this so that client would be alerted to their wrong email upon booking otherwise they do not receive the confirmation of the booking from BookWhen and do not receive eg their zoom link....

Its easy to use from both our perspective and the customer facing side of things. We've been using Bookwhen for a couple of years and it has completely changed the way we do things. Attendance lists are easy to create quickly but also to download and manipulate to suit our needs. We love the way you can send links to whole public pages or just specific events. The event reminders are a great help in ensuring people arrive for events or get in touch to say they aren't coming. Customer service is brilliant. We rarely wait more than 5 minutes for a chat response. They listen to our feedback and it been great to be able to influence improvements for ourselves and for other users.

There are a couple of things we'd like Bookwhen to be capable of but they are fairly minor and the company have already promised to add them to their development plan so I'm pretty confident we'll see changes over the coming months.

We used it to run training for hundreds of employees, and it made it much easier, as they could pick a time that suited them and also manage their booking (reschedule mostly) which lifted the burden of admin off ourselves. Also handy features like automatic reminder emails the day before training, and the ability to export the data gathered during booking (email addresses used for follow up material and surveys).

The Bookwhen staff are also brilliant, they have always replied in a quick and friendly manner with relevant information. This gave me confidence when I was asked tough questions about data security etc, that they could provide the answers immediately and a link to the information on their website for senior stakeholders to read themselves.

I would highly recommend this service to anyone, big or small.

Nothing, it is easy to use. I suppose there could be some limitations if you have very advanced requirements, but then you probably wouldn't be looking for a service like this.

Ease of use, excellent customer service and fantastic pricing.

There are minor limitations... eg it doesn't integrate with Mailchimp yet. But this is offset by the excellent customer service - willing to listen to suggestions, always respond quickly to confirm whether your idea is already on their list of things to look at etc...

The ease of creating a booking process, which feels like its ours, is simple to use but gives us everything we need. It has made it significantly easier for me to manage training. The ability to create time bookable time slots within an event has been useful.

I think the pricing might be a little more nuanced. That said, I would have to acknowledge that Bookwhen were very accommodating when we came on board and did let us use functions at a reduced rate. It is a big jump to the next level if we want more functionality.

This software is easy for customers to use and takes the load off us, because we know that once the maximum number of bookings is reached, nobody else can book, so we don't end up with over-attended sessions.

Setting up new events is a little long-winded... if we could copy an existing event and change the date, that would be handy. If I accidentally click on our own account link, I can't sign in as admin, so I have to re-enter the general Bookwhen page to log in. Also, when we send customers a link to our page, it seems to send them in to one particular time slot, and the less logical among them don't realise they need to press back to get out to all the available booking slots.