Software profile

Bookwhen

Verified

A UK online booking system for events, classes and courses, with capacity management, passes, memberships, payments and attendee communication.

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The short version

A fit worth testing against your real workflow.

Bookwhen is most compelling for a church with a rhythm of recurring activities: a course, a midweek group, children’s holiday activity or room-based session with capacity limits. It is less about maximising ticket revenue and more about giving staff a reliable routine for bookings, reminders and attendance.

Directory assessment

Bookwhen is a credible UK choice where a church runs repeated bookable activity rather than occasional one-off ticketed events. Its free plan has clear limits and the paid tiers scale by booking volume, so a church should estimate transactions—not simply attendee numbers—before selecting a plan.

Procurement verdict

What to investigate first

Problem this profile addresses: Regular courses, groups and activities with capacity limits
Material differentiator to test: Event and course booking
First risk or uncertainty: Current paid subscription prices need checking on the supplier’s pricing page

Decision evidence

What is evidenced, and what still needs asking

This is an evidence summary, not a product score. It counts the state of the procurement fields below and keeps the broader listing status separate.

0 Confirmed
0 Independently evidenced
0 Supplier claim
20 Not confirmed
0 Possibly outdated

Contact or pricing band: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
Multi-site support: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
Administrator limits: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
Volunteer usability: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
Implementation complexity: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
Technical administration: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
UK purchasing availability: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
GBP pricing: Not confirmedPricing needs verificationNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
VAT treatment: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
Gift Aid: Not confirmedNot applicable to this product profileNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
Multi-factor authentication: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
Role-based permissions: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
Audit logs: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
Data-processing agreement: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
Hosting and location: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
International transfers: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
Export formats: Not confirmedAttendee listsNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
Migration assistance: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
UK support hours: Not confirmedLive chat support Monday to Friday, 9am–5pm UK time on paid plans; Phone support stated for higher plansNo supporting source is recorded for this field. Listing checked 25 Jul 2026.
Contract and cancellation: Not confirmedNot confirmedNo supporting source is recorded for this field. Listing checked 25 Jul 2026.

Best suited to

Regular courses, groups and activities with capacity limits
Churches wanting passes, memberships or waitlists as booking volume grows

Evidence-backed strengths

UK-focused support hours
Free plan for small free events
Features designed for repeat activities and courses

Limitations and questions

Current paid subscription prices need checking on the supplier’s pricing page
Online payment fees are set by separate providers

Confirmed core features

Event and course booking
Capacity management
Paid and free tickets
Passes and memberships
Waiting lists
Attendance tracking
Automated reminders

What does the supplier currently publish?

Pricing and trial

Bookwhen has a free plan for small, free events and four paid tiers with volumes from 300 to 4,000 bookings per month. Its help centre directs buyers to the pricing page for current plan prices; online payments use Stripe or PayPal and their fees are separate.

Published pricing structure. Check the supplier for current terms and total cost.
Tier or starting point	Published price	What it covers
Free	Free	Up to 50 booking spaces per month for small, free events; no paid tickets
Lite	See current pricing	Up to 300 bookings per month; paid ticket costs are available
Standard	See current pricing	Up to 800 bookings per month with passes, memberships and waitlist features
Plus	See current pricing	Up to 1,800 bookings per month
Gold	See current pricing	Up to 4,000 bookings per month

Free trial: Not confirmed

Is Bookwhen the right shape of tool?

From a one-off event to a recurring activity

Bookwhen’s published plan comparison includes tickets, capacity, reminders, attendance tracking, passes, memberships and waiting lists. That suits activities where the same process repeats and staff need a dependable view of availability.

The free plan is limited to small free events, while paid tickets and more advanced features begin on Lite or higher. Test the public booking page, cancellation approach and an actual register with the volunteers who will use it.

What does external feedback add?

What public reviews and peer discussion do — and do not — show

This profile does not use an independent review score. It is based on Bookwhen’s official help information about plans, features, payment providers and support.

The platform is organised around recurring bookings and capacity management.
Subscription tier and payment-provider cost are separate planning questions.

Bookwhen’s help centre advises checking its pricing page for current paid-plan prices. This directory does not infer them from older material.

The questions a shortlist needs to answer

Bookwhen FAQs

Does Bookwhen have a free plan?

Yes. Its help centre describes a free plan for small, free events with up to 50 booking spaces per month, with important feature limits.

Can Bookwhen take payments?

Paid tickets are available from the Lite plan upwards. Online payments use Stripe or PayPal, whose transaction fees are separate from the Bookwhen subscription.

Does Bookwhen have UK support?

Bookwhen says paid plans include live chat support Monday to Friday, 9am to 5pm UK time. Confirm the support level for the plan you are considering.

Operations and support

Data hosting: Not confirmed
GDPR information: Not confirmed
Integrations: Stripe, PayPal, Zoom, YouTube, Vimeo
Import and export: Attendee lists
Support: Live chat support Monday to Friday, 9am–5pm UK time on paid plans, Phone support stated for higher plans

Research sources

Sources support only the fields named beneath each link. Supplier material is not independent testing; external review material is included as a limited signal rather than a verdict.

Bookwhen plans
Checked 25 July 2026 · Supports: Plans, Features, Free plan, Support
Bookwhen payments
Checked 25 July 2026 · Supports: Payment providers, Payment fees