Introduction: Why switch from Bookwhen
Bookwhen is a popular class booking system known for its simple setup and calendar integration. However, many activity providers find themselves looking for alternatives due to several limitations. While Bookwhen offers basic booking functionality, it requires a paid subscription for advanced features, and the reporting capabilities are limited compared to what growing clubs need.
One of the main limitations is payment support. Bookwhen primarily focuses on online payments and doesn't provide comprehensive support for offline transactions like cash, bank transfers, or childcare vouchers. This forces many clubs to use separate systems for offline payments, creating administrative overhead and potential for errors.
Additionally, Bookwhen lacks a complete CRM system. Activity providers need to track medical information, emergency contacts, SEND notes, consent forms, and detailed attendee records—features that Bookwhen doesn't provide. There's also no auto-generated website included, meaning you need to build and host your own site separately.
If you need more comprehensive reporting, hybrid payment support (online and offline), a complete CRM system, and an auto-generated website—all while remaining completely free—ClubDesk provides a powerful alternative.
Comparison Table
Features to Look For
When choosing a Bookwhen alternative, consider these essential features for class booking and management.
Hybrid Payment Support
Look for platforms that support both online and offline payments. Many activity providers work with cash, bank transfers, childcare vouchers, and Tax-Free Childcare payments alongside online payments. A unified system eliminates the need for separate payment tracking.
Comprehensive Reporting
Bookwhen's reporting is basic. Look for platforms that offer detailed revenue reports, booking analytics, attendance statistics, and the ability to export data to CSV for further analysis. Custom date ranges and multiple report types are essential for growing clubs.
Complete CRM System
Activity providers need more than basic booking management. Look for platforms that include attendee records, medical information, emergency contacts, SEND notes, consent forms, and comprehensive booking history.
Auto-Generated Website
Building and hosting a website separately adds cost and complexity. Look for platforms that include a professional website automatically, with booking pages that update automatically when you add activities.
ClubDesk provides all of these features while remaining completely free, making it an excellent Bookwhen alternative.
Why ClubDesk is the best alternative
Everything you need, nothing you don't. A complete CRM for your club: bookings, payments, client management, and reporting—all in one intuitive platform.
Activity Management
No more WhatsApp chaos. Create activities, set schedules, and manage capacity. Every activity automatically gets a beautiful booking page on your website.
Complete CRM & Records
Stop searching through emails. Full client database with parent and child profiles, medical info, emergency contacts, and booking history—all searchable in seconds.
Bookings & Payments
No more chasing payments. Accept online bookings with Stripe, or record cash and bank transfers. Track balances, send payment links, and reconcile everything in one place.
Discounts & Promotions
Create promo codes, offer multi-class passes, and set up discounts. Attract new customers and reward loyalty with flexible pricing.