Bookwhen offers a range of plans to suit different needs. This article helps you compare options, understand what’s included, and decide which plan works best for you.

When choosing a suitable plan, consider factors like the cost of the plan (including VAT) and feature needs such as number of bookings per month, the required number of public booking pages, number of team members and feature requirements to ensure the selected plan matches your needs.

Attendance tracking allows you to record attendance directly on Bookwhen using the attendee list. You can 'live-mark' attendance status (i.e., 'attended' or 'didn't attend') and reference the list whenever you require it for future reference.

The booking page refers to the page that your customers visit to view and book your events. Each page has its own unique URL, and you can list multiple events on the same page.

The discounts feature allows you to create discount options, i.e. a promotional code or a bulk-booking rule.

The memberships feature allows you to create recurring memberships for your customers, giving them access to exclusive tickets. You can tailor the price and payment timeframe.

The online events feature means you can manually add your online joining details and take bookings for your online events, regardless of which online conferencing tool you use.

Online support means you will receive live chat support with the Bookwhen team Monday - Friday, 9 am - 5 pm UK time. Alternatively, you can email the team at support@bookwhen.com ✨

Passes allow your customers to purchase a 'block' of classes at once for a set price, which they can redeem against future ticket bookings.

Payments allow you to charge for your events and accept payment online or offline (such as cash, bank transfer, etc.). We (Bookwhen) do not charge a fee for taking payment; however, the online providers do.

We (Bookwhen) automatically send a reminder email to your customers at your preferred time before the event.

Spaces booked are based on the number of transactions made, not the number of attendees included in each booking.

For example:

There are four team member roles: Account owner, Schedule manager, Bookings admin and Leader. Each team member has a different access level.

The ability to transfer tickets for reasons such as a customer's inability to attend or their desire to attend on another date.

You can create as many classes/events as necessary and add unlimited locations (physical or online).

You can use the Vimeo integration to host your pre-recorded videos so that your customers can only access them after completing a booking.

Offering vouchers is a great way to increase sales whilst allowing customers to gift an event without purchasing a specific ticket.

The waiting list allows prospective attendees to enter their name, email and phone number (optional) to be notified if a space becomes available at a fully booked event.

The website integration allows you to integrate your Bookwhen schedule page into your website using the iframe or API feature options.

You can use the YouTube integration to host your pre-recorded and live YouTube videos, which your customers can view only after completing a booking.

The ability to integrate Zoom with your account. We generate an automatic Zoom link for any bookings on an event set up with Zoom.

The Lite plan is our smallest paid plan, making it a great starting point if you are wanting to move away from manual booking systems and centralise everything in one place. It’s a simple way to start accepting online bookings and deliver a smooth customer experience from day one.
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​Best for: Getting started and replacing manual booking methods
​Booking volume: Up to 300 bookings per month
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​What Lite helps you do:

Other key features available on the Lite plan:

⚠️ The Lite plan does not include:

The Standard plan is our most popular plan, and is for those starting to see regular bookings and wanting their system to do more of the work for them. Instead of spending time on admin and chasing repeat bookings, it helps you create a smoother, more predictable way of running your business.

Best for: Growing businesses that want flexibility and room to scale
​Booking volume: Up to 800 bookings per month
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​What Standard helps you do:

In addition to everything included in the Lite plan, the Standard plan also offers these extra features:

Other features include:

The Plus plan is ideal for larger businesses with more demanding booking volumes and offerings. It offers the full range of Bookwhen features to support higher-volume operations and more complex needs.
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​Best for: Scaling businesses with higher demand and operational complexity
​Booking volume: Up to 1,800 bookings per month
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​What Plus helps you do:

This plan also offers:

The Gold plan supports large-scale operations where booking management is critical and needs to run reliably at volume.

​Best for: High-volume or complex organisations needing tailored flexibility
​Booking volume: Up to 4,000 bookings per month

​What Gold helps you do:

The baseline features of the Gold plan include:

We offer a free plan for anyone who would prefer not to join a paid subscription and want to advertise small, free events with up to 50 booking spaces per month.

The free plan package gives you access to:

⚠️ There are a few features unavailable on the free plan. These include:

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Our plans are flexible, meaning you can upgrade or downgrade anytime.

Payments are pro-rated, so you’ll only pay for what you’ve used, and you can switch between annual and monthly billing whenever needed.

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