This article analyzes two reservation management systems for dog agility clubs: AgilityFinder and BookWhen. Although both provide online booking and class management features, our examination uncovers notable distinctions in their methods, functionalities, and value proposition for agility club owners.
AgilityFinder is a dedicated platform linking dog owners to agility clubs and courses, providing a free app for handlers and an extensive ClubManager system for club leaders and coaches. Developed by seasoned agility competitors who comprehend the unique difficulties of managing an agility club.
BookWhen is a versatile online booking system designed for managing various types of events, classes, and activities. It offers tools for scheduling recurring classes, processing payments, and automating confirmations across multiple industries from fitness to education to dog training.
TL;DR
For dedicated agility clubs seeking growth and efficient operations, AgilityFinder represents the superior investment despite BookWhen's free tier option. Its specialized features for handling multiple dogs per handler, automatic member discovery through its network, and deep understanding of agility training workflows provide value that significantly outweighs BookWhen's general booking approach. Choose BookWhen only if you need a simple, low-volume booking system without agility-specific requirements.
Cost Comparison
| Feature | AgilityFinder ClubManager | BookWhen |
|---|---|---|
| Pricing | Puppy: €8.99/month (16 classes/month) Pro: €16.99/month (32 classes/month) Championship: €29.99/month (unlimited classes) | Free: $0 (50 bookings/month) Lite: $19 (300/month) Standard: $39 (800/month) Plus: $69 (1,800/month) |
| Testing Phase | 60 days free trial, no credit card required | 14 days free trial, no credit card required |
| Payment Structure | Monthly or annual subscription (20% discount annually) | Monthly subscription |
| Cost Predictability | Fixed monthly expense based on class volume | Based on booking volume |
Feature Comparison
| Functionality | AgilityFinder | BookWhen |
|---|---|---|
| Class Reservation | ✅ Tailored for agility | ✅ General class booking |
| Repeating Classes | ✅ One-click creation | ✅ Duplicate events feature |
| Automated Waitlists | ✅ Integrated | ✅ Integrated |
| Member Mobile Application | ✅ Free exclusive agility app | ❌ Web-based only |
| Several Dogs per Handler | ✅ Native support | ⚠️ Possible with custom fields |
| Attendance Tracking | ✅ Performance analytics | ❌ Basic attendance only |
| Communication Tailored for Agility | ✅ Customized templates | ❌ Generic templates |
| New Member Detection | ✅ Automated via app network | ❌ No discovery network |
| Club Visibility | ✅ Appears in handler app | ❌ Only your booking page |
| Request for Membership | ✅ Integrated system | ⚠️ Manual process |
| Calendar Integration | ✅ Full scheduling | ✅ Google Calendar sync |
Advantages and Disadvantages
AgilityFinder
Advantages:
- ✅ Built for agility: Sport-specific features, terminology, and workflows
- ✅ Member acquisition: Automatic club discovery attracts new members
- ✅ Complete tracking: Individual profiles and attendance for multiple dogs
- ✅ Expert support: Team with agility domain knowledge
- ✅ 60-day free trial: Extended trial period without credit card
- ✅ Mobile-ready: Dedicated iOS and Android apps for handlers
- ✅ Network effect: Listed in agility-specific marketplace
- ✅ Transparent pricing: Fixed monthly cost based on class volume
Drawbacks:
- ❌ Higher starting cost: €8.99 minimum vs free tier
- ❌ Limited to agility: Specialized for one sport
- ❌ Monthly commitment: No free tier for minimal use
- ❌ Manual payment collection: Clubs handle their own payments
BookWhen
Advantages:
- ✅ Free tier available: Up to 50 bookings/month at no cost
- ✅ Quick setup: Get started in 15 minutes
- ✅ Versatile use: Works for any type of class or event
- ✅ Simple interface: Easy to learn and use
- ✅ Good customer support: 4.9/5 rating on Capterra
- ✅ Discount codes: Built-in promotional tools
- ✅ Block booking: Package deals for multiple classes
Drawbacks:
- ❌ Generic system: No agility-specific features
- ❌ No mobile app: Web-based access only
- ❌ No member discovery: Won't attract new members
- ❌ Limited dog features: Not designed for multiple pets per person
- ❌ Basic tracking: No performance or skill monitoring
- ❌ Booking limits: Free tier very restrictive (50/month)
Suggested Use Cases
AgilityFinder
- Exclusive Agility Clubs - The specialized features justify the investment
- Growing Training Enterprises - Network effect aids in attracting participants
- Competition-Focused Clubs - Essential progress and skill tracking
- Multiple Instructor Management - Complete oversight for complex schedules
- Professional Operations - Enhances credibility with dedicated platform
BookWhen
- Hobby Clubs - Free tier suits very small operations
- Multi-Activity Centers - Generic system handles various activities
- Simple Class Booking - Basic needs without tracking requirements
- Budget-Conscious Startups - Free option for testing the waters
- Occasional Workshops - Low-volume events and one-off sessions
Final Recommendation
Although BookWhen provides an appealing free tier and simple booking functionality, AgilityFinder stands out as the better option for dedicated agility club proprietors. The platform's extensive grasp of agility training processes, along with capabilities such as automatic member identification and multi-dog handling, offers benefits that significantly outweigh BookWhen's generic approach and free tier advantage.
Key Decision Factors:
- Specialization is crucial: AgilityFinder's tailored design eliminates workarounds and manual processes
- Growth potential: The AgilityFinder network directly helps clubs expand membership
- Professional appearance: Being on an agility-specific platform enhances credibility
- Long-term value: Purpose-built features save time and improve member satisfaction
- Multi-dog tracking: Native support for handlers with multiple dogs at different skill levels
For agility club owners focused on growth and efficient operations, AgilityFinder signifies a superior long-term investment. The 60-day free trial provides comprehensive assessment without monetary concerns, and the specialized features will likely justify their cost through improved efficiency and member contentment.
BookWhen remains a viable choice for very small hobby clubs with minimal booking needs or multi-activity centers requiring a generic solution, while dedicated agility businesses will discover that AgilityFinder's specialized approach delivers better outcomes despite the monthly subscription cost.