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 plan, consider the cost, including VAT, and the features you need. These may include the number of bookings per month, public booking pages, team members and any specific features your business requires.

Attendance tracking lets you record attendance directly in Bookwhen using the attendee list. You can 'live-mark' attendance status (i.e., 'attended' or 'didn't attend') and reference the list whenever you need it.

The booking page is the page 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 lets you create recurring memberships for your customers, granting them access to exclusive tickets. You can tailor the price and payment timeframe.

The online events feature lets you manually add your 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 to 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 let you charge for your events and accept payments online or offline, such as by cash or bank transfer.

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

Spaces are booked based on the number of transactions, not the number of attendees 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 your customers can access them only 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 lets you embed your Bookwhen schedule page on your website using the iframe or API 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 entry-level paid plan, ideal if you’re moving away from manual booking systems and want to manage everything in one place. It gives you a simple way to accept online bookings and provide a smooth customer experience.
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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, ideal if you’re getting regular bookings and want to spend less time on admin. It helps you manage bookings more efficiently and encourage repeat bookings, making it easier to run your business day to day.

⭐ 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 higher booking volumes and more complex needs. It offers the full range of Bookwhen features to help you manage your bookings and operations as your business grows.
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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 is designed for large-scale operations where reliable booking management is essential, even at high volumes.

​⭐ 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:

Our Free Plan is ideal if you want to manage small, free events without a paid subscription. It includes up to 50 booking spaces per month.

The free plan package gives you access to:

❌ A few features are unavailable on the free plan. These include:

Our plans are flexible, so you can upgrade or downgrade at any time.

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.

A 14-day period applies to refund requests. Refunds aren’t automatic when you cancel your subscription. To request a refund, contact our support team.

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