StudioFlow vs Bookwhen
Bookwhen is a general-purpose booking system with honest, affordable pricing. StudioFlow is built specifically for independent fitness instructors — with no subscription at all.
What Bookwhen does well
Bookwhen is one of the most affordable booking tools around, and it’s upfront about it. There’s a genuinely free plan (50 bookings a month for free events), and the Lite plan is €12/month for 300 bookings. Bookwhen takes no cut of your payments — you only pay your payment provider’s own fees — and there’s no minimum term.
It’s a well-made general booking system: classes, courses, workshops, and events across any industry. If your needs are simple and your budget is the deciding factor, Bookwhen deserves a serious look.
The structural difference
This comparison is less about price and more about fit. Bookwhen’s Lite plan costs €144 a year on monthly billing (€120 paid annually) — far less than most fitness platforms. The difference is that Bookwhen is a booking page for everything, while StudioFlow is a mobile app built around how independent fitness instructors actually work.
StudioFlow handles term enrolments, attendance tracking, client management, and SMS reminders from your phone — the fitness-specific workflow, not just the booking step. And instead of a subscription with monthly booking caps, you pay per class registration: there’s no 300-booking limit, and a quiet month costs almost nothing.
If you teach in terms with breaks between them, the pay-per-registration model means your annual software cost stays proportional to the teaching you actually did — typically less than even Bookwhen’s Lite plan for a solo schedule.
What a year actually costs
Based on a typical solo instructor: 4 classes per term, 4 terms per year, 10 clients per class.
| Platform | Annual cost |
|---|---|
| StudioFlow | $89.60 |
| Bookwhen | $156 |
Bookwhen price as of June 2026, from their public pricing page (EUR). Shown in USD using indicative exchange rates. Payment processing fees not included.
Who should choose which
Choose Bookwhen if…
- You want the lowest possible fixed monthly price
- Your booking needs are simple and not fitness-specific
- You run workshops or events alongside classes
- You’re happy working from a web dashboard
Choose StudioFlow if…
- You’re an independent fitness instructor with 20–100 clients
- You want attendance, term enrolments, and SMS reminders built in
- You run your business from your phone
- You’d rather pay per registration than watch a monthly booking cap
Frequently asked questions
How much does Bookwhen cost?
As of June 2026, Bookwhen’s published pricing includes a free plan (50 bookings/month, free events only), Lite at €12/month (300 bookings/month), Standard at €19/month, and Plus at €39/month, with two months free on annual billing. Bookwhen shows prices in several currencies; these are the EUR prices from bookwhen.com/pricing.
Is Bookwhen free?
There is a permanently free plan, per their pricing page — up to 50 bookings a month for free events, with one team member. Paid plans start at €12/month for taking payments and higher booking volumes.
What’s the difference between Bookwhen and StudioFlow?
Bookwhen is a general-purpose booking system used across many industries, priced as a monthly subscription with booking limits per tier. StudioFlow is a mobile app built specifically for independent fitness instructors — scheduling, term enrolments, attendance, and client messaging — with no subscription: you pay per class registration instead.
Does StudioFlow limit how many bookings I can take?
No. There are no monthly booking caps or tiers. Each class registration costs a small credit amount, so your bill simply scales with your actual activity — a typical solo instructor pays under €100 a year at current rates.