Implementation BlueprintExecution layer

Bookwhen Class Booking Setup Sprint (5-7 days)

A fixed-scope sprint that takes a fitness studio, yoga instructor, or course creator from a blank Bookwhen account to a live branded booking page with payments, reminders, and waiting lists running. Built for agencies serving experience-based businesses that sell seats, not software. Time: 5-7 days.

By InnovaAI ResearchPublished

Subscriptions Billing

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Blueprint

Bookwhen Class Booking Setup Sprint (5-7 days)

A fixed-scope sprint that takes a fitness studio, yoga instructor, or course creator from a blank Bookwhen account to a live branded booking page with payments, reminders, and waiting lists running. Built for agencies serving experience-based businesses that sell seats, not software.

Prerequisites
  • Client's class or event schedule confirmed, including recurring and one-off sessions
  • PayPal or Stripe account in the client's name, ready to connect as the payment gateway
  • Brand assets (logo, header image) and the client's website access for iframe or API embedding
  • Agreed booking page structure: which forms, discount codes, and passes the client will sell
  • Agency sandbox Bookwhen account on the Free plan for testing before touching client data
Execution Timeline
  • 1.Sign up for a Bookwhen Free plan sandbox and run a sample event end to end to confirm time-to-value
  • 2.Map the client's recurring and one-off schedule into Bookwhen's event structure
  • 3.Document which plan tier the booking volume requires against the 50, 300, and 800 bookings per month limits
  • 1.Create the client's booking page with logo, header, and images applied
  • 2.Configure booking forms with the fields the client needs for attendee intake
  • 3.Set up multi-attendee booking rules if the client sells family or group seats
  • 1.Connect PayPal or Stripe as the payment gateway and run a live test transaction
  • 2.Build discount codes and passes for the client's pricing promotions
  • 3.Configure memberships if the client sells recurring access rather than single seats
  • 1.Turn on automated confirmation and reminder emails and review the copy
  • 2.Enable waiting lists for oversubscribed classes
  • 3.Set up the check-in register for the client's front desk or instructor use
  • 1.Embed the booking page into the client's website via iframe or API
  • 2.Test the full attendee path on mobile and desktop
  • 3.Confirm cancellations and transfers behave as the client expects
  • 1.Walk the client through the admin view for daily attendee management
  • 2.Hand over a short runbook covering reminders, waiting lists, and refunds
  • 3.Agree the monthly support scope and response window
  • 1.Monitor the first live bookings and fix any form or schedule gaps
  • 2.Apply final schedule or form updates requested by the client
  • 3.Close the sprint with a booking performance baseline recorded
$399 to $1,200 for the setup sprint, plus the client's Bookwhen subscription at $0 (Free), $16/month (Lite), $29/month (Standard), or $59/month (Plus) depending on booking volume5-7 days
ROI Logic

A Lite plan at $16/month or a Standard plan at $29/month is a small line item against a $399 setup fee, so the agency margin sits almost entirely in configuration and support labor rather than tool cost. The 12 hours of setup and 2 hours per month of maintenance in the starter offer leave room to price the retainer above the subscription without the client feeling the tool bill. Volume upgrades to Plus at $59/month only trigger when a client crosses the 800 bookings per month Standard ceiling, which is a natural upsell moment rather than a margin leak.

Deliverables
  • Live Bookwhen booking page with client branding, schedule, and payment gateway connected
  • Configured automation set: confirmation emails, reminder emails, waiting lists, and check-in register
  • Embedded booking widget on the client's website via iframe or API
  • Discount code and pass structure documented for the client's promotions
  • Admin runbook covering attendee management, cancellations, and transfers
Definition of Done

The client's Bookwhen page accepts a real paid booking, sends the confirmation and reminder emails, and places an oversubscribed class attendee on the waiting list without agency intervention.

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