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Head-to-head · Gym Staff Scheduling Software

Connecteam vs When I Work

  • Updated Oct 2026
  • Both researched from official sources
  • 2 checks side by side
Higher score Connecteam #2 in Gym Staff Scheduling Software 9.3/10 Free plan · 14-day trial Free planFree trial✓ 1 of 5 features Visit Connecteam
When I Work #7 in Gym Staff Scheduling Software 8.8/10 14-day trial Free trial✓ 1 of 5 features Visit When I Work

Connecteam leads on 1 check, When I Work on 0, and 1 is even. Who comes out ahead on the 2 yes/no, price and count checks where we have data for both products. The editor score weighs everything else too.

Our verdict

  • Highest scoreConnecteam · 9.3/10
  • Free planonly Connecteam
  • Free trialboth

Connecteam scores higher on our rubric for gym staff scheduling software: 9.3 against 8.8 out of 10; our editors rank them #2 and #7.

Connecteam offers free plan; When I Work doesn't.

Connecteam is the better fit for small gyms wanting a free starting plan. When I Work is the better fit for budget-conscious gyms with unlimited staff.

  • Connecteam fits best

    Small gyms wanting a free starting plan

  • When I Work fits best

    Budget-conscious gyms with unlimited staff

Advertiser disclosure: iTechGuides is reader-supported. Vendors can pay for top positions in our rankings and for a place on other products' pages, and we may earn a commission when you click some links. Bought places stand at the number bought; this page and our disclosure say so. Paying vendors may get a fuller, more detailed review from our editors, and that review can change their score. How we rank.

Side by side

Feature Connecteam 9.3/10 Visit ↗ When I Work 8.8/10 Visit ↗
At a glance
Editor score 9.3 8.8
Ranking #2 in Gym Staff Scheduling Software #7 in Gym Staff Scheduling Software
Best for Small gyms wanting a free starting plan Budget-conscious gyms with unlimited staff
Pricing model Free plan + paid Paid
Starting price $348/yr $2.50/user/mo
Free plan ✓ (best) —
Free trial 14 days 14 days
Free trial length 14 days · no card needed 14 days · no card needed
Deployment Cloud, Mobile Cloud, Mobile
Platforms Web, iOS, Android Web, iOS, Android
Support Email, Live chat, Docs · 24/7 Email, Live chat, Tickets, Docs
Compliance SOC 2, ISO 27001, GDPR, HIPAA, PCI DSS, 2FA, SSO/SAML PCI DSS, SSO/SAML
Integrations 11 integrations 10 integrations
Built for Small business, Mid-market, Enterprise Small business, Mid-market, Enterprise
Features Connecteam 1/5 · When I Work 1/5
Availability management Not checked yet Not checked yet
Shift swaps ✓ ✓
Trainer scheduling Not checked yet Not checked yet
Multi-location scheduling Not checked yet Not checked yet
Built-in time clock Not checked yet Not checked yet
Specs
Staff limit Not checked yet Not checked yet
Our review
Pros
  • Free plans cover businesses under 10 employees and teams under 30 users
  • AI-assisted shift assignment, open shifts, swaps, and availability tools
  • Web, mobile, API, payroll, HR, and accounting integrations
  • Unlimited users on the $2.50-per-user Essentials plan
  • Automatic scheduling with availability and qualification rules
  • GPS clock-ins, geofencing, forecasting, and multi-location scheduling
Cons
  • Advanced scheduling features require a paid Operations plan
  • Operations Expert supports up to 12 schedules
  • Additional-user pricing applies above 30 users
  • No free plan; the full-access trial lasts 14 days
  • Advanced rules, permissions, and custom reporting require Pro
  • API access, webhooks, and SAML/SSO require Premium
Our verdict

Connecteam is a workforce management and employee scheduling application for deskless and frontline teams, including gyms coordinating staff across shifts and locations. Managers can create schedules using shift, employee, and job views;…

Read the review →

When I Work is workforce management software for hourly and shift-based teams, including gyms that need to coordinate staff coverage. It combines schedule building and publishing with automatic schedule generation based on availability and…

Read the review →
  1. ConnecteamGym Staff Scheduling Software 9.3Free plan · 14-day trial
  2. When I WorkGym Staff Scheduling Software 8.814-day trial

Strengths and trade-offs

  • Connecteam — where it wins

    • Free plans cover businesses under 10 employees and teams under 30 users
    • AI-assisted shift assignment, open shifts, swaps, and availability tools
    • Web, mobile, API, payroll, HR, and accounting integrations

    Where it doesn't

    • Advanced scheduling features require a paid Operations plan
    • Operations Expert supports up to 12 schedules
    • Additional-user pricing applies above 30 users

  • When I Work — where it wins

    • Unlimited users on the $2.50-per-user Essentials plan
    • Automatic scheduling with availability and qualification rules
    • GPS clock-ins, geofencing, forecasting, and multi-location scheduling

    Where it doesn't

    • No free plan; the full-access trial lasts 14 days
    • Advanced rules, permissions, and custom reporting require Pro
    • API access, webhooks, and SAML/SSO require Premium

More comparisons

All gym staff scheduling software comparisons → · Full ranking →

Reviewed by iTechGuides Editors · Editorial team · Updated Oct 2026

Last updated · How we research and update