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What to do before cancelling your Bookwhen subscription

Discover the steps to take before ending your Bookwhen subscription

Anni avatar
Written by Anni
Updated this week

If you're preparing to cancel your Bookwhen subscription, there are a few important steps to consider. These help ensure everything is wrapped up smoothly for both you and your customers.

This article covers:


Before you cancel

We recommend the following steps before your final billing date:

  1. Take your page offline

  2. Disable any memberships

    • Select Packages & Discounts, then Memberships from the left-hand menu on your account.

    • Ensure that there are no active customers. Once confirmed, select Archive membership:

      Membership setup screen with an arrow pointing at the 'Archive membership' button

    • Repeat this step for any/all memberships on your account.

  3. Review any active passes

    Check whether any passes are still valid or in use. You may want to:

  4. Download your data

    Export any information you may want to keep before your subscription ends. To do this:

    • Select Bookings from the left-hand menu on your account.

    • Add any relevant search criteria in the filtered search section, then select Search to generate the search.

    • Select Options, then either Export attendances (CSV) and/or Export bookings (CSV):

      Bookings screen with the 'Export attendances and export bookings' options highlighted

  5. Remove iframe(s)/buttons from any external websites and links from social media.

💡 Important to note:

  • Any active discounts will end once your plan is cancelled. If possible, you should let customers know so they can still redeem them.

  • Reminder emails will not be sent for events that take place after your cancellation date, even if they were booked before.


After cancelling

Your current plan stays active until the end of your paid period. Please check your account for the exact date.

  • You keep all paid features until this date.

  • The system won’t take any future payments.

  • After your paid period ends, your account will change to the Free Plan.

  • You can log in anytime to restart your subscription.

Your account stays dormant, keeping all booking data and settings. Unless you enable data retention settings or customers delete their accounts, booking and booker details remain accessible.

Your schedule stays the same, but since the default schedule only shows upcoming events, you may need to find past events later.

💡 Important:

  • The Free Plan doesn’t support pricing or payments, so all tickets show as free. If you don’t want bookings to continue, please remove your tickets or unpublish your schedule.

  • Switching to the Free Plan won’t cancel active memberships. If you offer recurring membership payments, please cancel them before your account switches to avoid unintended charges.


💬 Any questions or feedback? There are two ways to get in touch:

Thank you! 🕺

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