How much does wraparound care bookings for private schools cost?

About £16–19 a month for the tools, on the plans the setup needs. Bookwhen: Bookwhen shows prices in your local currency, plus VAT; check the price in pounds on its page. In euros, excluding VAT: Free plan, 50 bookings a month, free events only. Lite €12 a month (about £10) takes payments, 300 bookings a month, 2 team members. Standard €19 a month (about £16) adds a waiting list, reminder emails and attendance tracking, 800 bookings a month, 5 team members. Plus €39 a month (about £34). Yearly prices are lower. Card payment fees are separate (Bookwhen Payments, your own Stripe or PayPal).

About £240 a month, against about £16 for Bookwhen Standard (about £19 with VAT). It pays for itself: in a few days, in the worked example.

Which tools do I need?

Bookwhen: Online booking system for classes, courses and events: customers book and pay on your booking page, and you manage attendees, memberships and waiting lists.

How hard is it to set up?

Some setup needed. 5 steps: Set up each session (breakfast club, after-school club, late stay) with its time, price and capacity matching your staff ratio. Turn on the waiting list and reminder emails. Ask parents for their details and the child's name and class only. Keep allergies, medical needs and collection permissions in the school's own management system, not the booking form. Print or view the day's attendee list as the register and mark attendance.

Wraparound care bookings for private schools: Bookwhen

Parents book and pay for breakfast and after-school club sessions online, with registers built from the bookings. From about $21£16€19A$31C$30 a month.

At a glance

What it costs$21–25£16–19€19–23A$31–36C$30–36 a month
Worth, in extra profit or time saved in the worked example$319£240€286A$461C$451 a month
Pays for itselfIn a few days
Connecting two tools or some setup timeSome setup needed

Figures come from the worked example below, using its stated assumptions. Tool prices checked October 17, 2026. How we check prices

The problem

Breakfast and after-school club bookings arrive by email, notes in bags and messages to the office, and someone tallies them each month to add to fee bills. That's about 6 hours a month, and sessions that slip through the tally go unbilled: 10 a month at $20£15€18A$29C$28 is $200£150€179A$288C$282.

What the AI does

Bookwhen is a booking system for classes and sessions: parents book and pay on your booking page, and you manage attendees. Standard (€19, about $21£16€19A$31C$30 a month plus VAT) allows 800 bookings a month and adds a waiting list, reminder emails and attendance tracking. Set up each club session with its capacity, so a full session moves to a waiting list instead of going over your staffing ratio. Every booking is paid or recorded, so nothing is left to tally.

A worked example

A small independent school in Devon runs breakfast club and after-school care; about 60 children use it around twice a week, booked by email and notes.

Before

About 6 hours a month tallying bookings for fee bills, with about 10 sessions a month missed at $20£15€18A$29C$28

After

Parents book and pay online, about 516 bookings a month; about 1.5 hours a month checking

What it's worth

About $319£240€286A$461C$451 a month, against about $21£16€19A$31C$30 for Bookwhen Standard (about $25£19€23A$36C$36 with VAT). That's 4.5 hours at an assumed $27£20€24A$38C$38 an hour, $120£90€107A$173C$169 plus $200£150€179A$288C$282 from 10 sessions a month now billed; that's billing for care already given, so it counts in full. 60 children x 2 sessions x 4.3 is about 516 bookings a month, inside Standard's 800.

How to set it up

Set up each session (breakfast club, after-school club, late stay) with its time, price and capacity matching your staff ratio.
Turn on the waiting list and reminder emails.
Ask parents for their details and the child's name and class only.
Keep allergies, medical needs and collection permissions in the school's own management system, not the booking form.
Print or view the day's attendee list as the register and mark attendance.

What goes wrong

Booking forms aren't the place for allergy or medical information; that belongs in the school's own system, available to club staff.
Lite (€12) only allows 300 bookings a month; a busy club needs Standard.
Card fees through Bookwhen Payments, Stripe or PayPal are extra.
Capacity in Bookwhen must match your staffing on the day; if a member of staff is off, reduce it.

The tool you'll need

Bookwhen
Online booking system for classes, courses and events: customers book and pay on your booking page, and you manage attendees, memberships and waiting lists.
Bookwhen shows prices in your local currency, plus VAT; check the price in pounds on its page. In euros, excluding VAT: Free plan, 50 bookings a month, free events only. Lite €12 a month (about £10) takes payments, 300 bookings a month, 2 team members. Standard €19 a month (about £16) adds a waiting list, reminder emails and attendance tracking, 800 bookings a month, 5 team members. Plus €39 a month (about £34). Yearly prices are lower. Card payment fees are separate (Bookwhen Payments, your own Stripe or PayPal).
Visit Bookwhen
Price checked Oct 17, 2026

Prices are in the vendor's own currency. Confirm before you buy.

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Last updated October 17, 2026.