The Free plan is ideal for smaller events or those new to Bookwhen. It provides essential features without a paid subscription, making it easy to get started.
This article explains what features are included in the Free plan and how it can support your events.
Free plan overview
The free plan includes:
50 booking spaces per month: This is based on the number of attendances for each booking. For example, if a customer books 10 spots for a single event, it will count as 10 booking spaces towards your monthly allowance.
1 schedule page: You can manage and display one schedule page for your bookings.
1 team member: You can add one team member to manage your account.
Free Plan limitations
⚠️ The free plan does not include the following features:
Booking Transfers: You cannot transfer bookings between events or participants.
Passes: The option to create and manage passes is not available.
Waiting lists: You cannot enable waiting lists for sold-out events.
Event reminders: Automated event reminders are unavailable.
File attachments: You cannot attach files or images to bookings or events.
Public Page Customisation: You cannot customise your public page's appearance.
Public Page Search Site Inclusion: The inclusion of your public page in search sites is only available on paid plans.
💡 If you switch from a paid plan to the free plan, all your data, including bookings, settings, and customer passes (if applicable), will remain intact.
Memberships on the Free plan
Your Membership offers won’t be deleted when switching to the Free plan.
You won’t be able to edit or manage them until you upgrade again.
Any active Memberships will continue unless you cancel them before switching plans.
Managing unpaid bookings on the Free Plan
When your account is on the Free plan, Bookwhen does not collect payments for bookings. If you have unpaid bookings from this period, you can use one of the following approaches.
Arrange payment offline
Contact customers directly and collect payment outside Bookwhen, for example, by bank transfer or cash. This allows you to honour existing bookings while remaining on the Free plan.Ask customers to rebook and pay online
Cancel unpaid bookings and ask customers to rebook after upgrading to a paid plan. Once payment collection is active again, customers can pay during booking.
🔑 Key considerations
Communicate clearly with customers when arranging offline payments or requesting rebooking.
Keep accurate records for any offline payments to avoid disputes.
Upgrading to a paid plan restores online payments and removes the need for manual payment handling.
Tags: downgrading, freeplan, downgrade, nonpaid