Bookwhen is a session-based booking system that helps activity operators manage capacity and grow their business.

Create a free booking page and get started in minutes. We love helping people share their passion.

We offer a simple way for your customers to book. They can learn about your activities online and book them at their convenience. You choose which details they provide along with any special requirements ahead of time. Then, if they need to cancel, it’s simple for them to do that too. Regarding refunds, you set the rules of how soon before the event they are still eligible.

A booking system helps you provide a better experience and makes you look professional. As a result, our customers usually see an increase in the number of bookings. They also save a lot of time and effort, allowing them to focus on what they enjoy.

Our flexible ticketing system makes it simple to offer discounts for groups, concessions or families. You can set a maximum capacity for each activity, and if spaces run out, people can join a waiting list, which is very useful for keeping your sessions full automatically. It’s also possible to create tickets with additional options, for example, equipment hire and merchandise, helping you bring in more revenue.

With Bookwhen, you can create Courses that allow people to enrol on a series of sessions with a single purchase. You can enable people to join part-way through a course and pro-rata the price. Some children’s activity providers use this feature to charge by the term.

A more flexible alternative is offering bundles of tickets that an individual can redeem against any session; we call these Class Passes. However, it does require them to book into each session they wish to attend. Some Bookwhen members use Class Passes to sell tickets in bulk at a discounted rate, which can help increase repeat business.

Discount codes are great for marketing and measuring which campaigns are working. You can print them onto leaflets or share them online. Then Bookwhen will show you how many times they were used.

If you offer various activities, you can list them together on the same page to showcase everything you offer. Alternatively, you can target customers with different booking pages with targeted branding, activities and booking forms.

To ensure people remember to turn up on time, you can set email reminders to be sent out as the event approaches. With the Attendance List, you can see the number of people coming, which helps you manage resources and staff. If a session is undersubscribed, you can reschedule it or transfer the tickets to another one, merging them together.

A booking system will help with your business admin too. We recommend accepting all payments at the point of booking. This way, you won’t need to remember who has paid or to generate manual invoices. Your payment provider will set transaction fees for using their payment infrastructure. We recommend Stripe for its robustness, reliability and lower transaction costs. Then, when you know everything is taken care of, you can have peace of mind.

Our booking system grows with you. We have a free plan for and a 14 day free trial of our paid features - no credit card required and no strings attached. Sign up today and start taking bookings in minutes!