Our free trial gives you full access to all features on the Standard plan for 2 weeks. It’s a chance to explore the system, try out different tools, and discover how Bookwhen can work for your events before choosing a plan.
💡 Please note: If you subscribe to a plan during your free trial, the trial will end immediately, your plan will be upgraded, and an invoice will be generated for the subscription.
How to sign up
To sign up to Bookwhen:
Visit: https://bookwhen.com/signup
Enter your email address, password, account name and any additional information such as business industry and timezone.
Review the Privacy Policy and Terms of Service and tick the I confirm I have agreed to the Privacy Policy and the Terms of Service checkbox.
Select Continue:
When you select Continue, we will automatically send a verification email to the email address you provided.
Select Resend confirmation email if you don't receive the email.
Within the email, select the Verify email address button:
This should redirect your dashboard, and the initial account setup should be complete.
💡 To note: If you have chosen the wrong timezone or simply wish to change it, please contact us via live chat or email support@bookwhen.com to action it for you.
What the free trial includes
You can access all of the features available on the Standard plan. These include:
800 spaces booked / month. This refers to each time a customer purchases a ticket to attend an event.
For example:
1 single ticket = 1 space booked
1 group ticket for 3 people = 3 spaces booked
1 course ticket for 5 dates = 5 spaces booked
Unlimited locations & classes
Online Events
Online support (via live chat or email support@bookwhen.com)
How to upgrade
If you decide you'd like to upgrade to a paid plan:
Select Account from the left-hand menu, then Plans & billing:
Select Upgrade under your desired plan.
You can choose whether to sign up for a monthly or annual plan and enter the Name on the invoice, Billing address, and any discount codes (by selecting Apply discount code):
When ready, select Enter payment details:
This takes you through to the payment page, where you can securely enter your card details before selecting the green Pay x + VAT button:
And that's it! We are delighted to have you join us! 🕺💚
Issues starting a subscription
You might occasionally run into issues when signing up for a paid plan. Below are common error messages and how to resolve them:
"You have made too many failed payments, all further payment attempts have been blocked until [date time]."
This message comes from Stripe and means multiple failed payment attempts have triggered a temporary block. After a review, Stripe may allow further attempts.
💡 Try the following:
Check with your bank or card issuer to ensure online payments are enabled.
Use a different card.
Wait at least 24 hours before trying again with the same card.
"You cannot update a subscription in
incompletestatus in a way that results in a new invoice or invoice items. Only minor attributes, likemetadataordefault_payment_method, can be updated on such subscriptions."This Stripe error usually means a different plan or billing cycle was selected during the initial signup.
💡 Please contact our support team so we can cancel the pending subscription. You'll then be able to start fresh with the correct plan and billing cycle.
"Business VAT number appears to be invalid."
This means Stripe couldn’t verify the VAT number you entered.💡 Check for:
Typos or missing country codes.
Correct format (usually country code + VAT number, with no spaces).
Time remaining on the trial
To check the time remaining on the trial:
Select Account, then Plans & Billing from the left-hand menu on your account.
The time remaining on the trial will appear in the banner at the top of the page:
💡 To note: We will email you before your trial period ends. If you decide not to upgrade, we will drop your account to the free plan, and you won't be charged.
Early bird discount
We offer an early bird discount if you choose a plan within the first five days of your free trial. The discount decreases each day, so signing up sooner means more savings. After day five, the discount is no longer available.
You can find this offer under the Plans & Billing page. The discount amount and how many days remain on your plan appear at the top of the page:
If you don't upgrade
The free trial gives you 2 weeks of access to the Standard Plan features. If you don’t upgrade before the trial ends, your account automatically moves to the free plan, which is designed for free events and limited to 50 bookings per month, 1 admin user, and 1 schedule page.
Everything you set up during your trial stays in your account. You can continue using the free plan or switch to a paid subscription. Depending on the plan you choose, some features may no longer be available. Features not available on the free plan include:
💡 You also cannot take payments on the free plan.
Cancelling
You can cancel your account anytime, even during the trial period.
💡 Please note: We do not offer refunds for annual plans if you decide to cancel before the year's end.
💬 Need extra help?
For the quickest response, contact us via live chat on our homepage or your account. Buddy, our trusty chatbot, will assist first and pass you to a support team member if needed.
Prefer email? Send us an email instead.
Thank you! 🕺