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Head-to-head · Gym Staff Scheduling Software

Homebase vs When I Work

  • Updated Oct 2026
  • Both researched from official sources
  • 3 checks side by side
Higher score Homebase #5 in Gym Staff Scheduling Software 9.0/10 Free plan · 14-day trial Free planFree trial✓ 1 of 5 features Visit Homebase
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

Homebase leads on 1 check, When I Work on 1, and 1 is even. Who comes out ahead on the 3 yes/no, price and count checks where we have data for both products. The editor score weighs everything else too.

Our verdict

  • Highest scoreHomebase · 9.0/10
  • Lowest starting priceWhen I Work · $2.50/user/mo
  • Free planonly Homebase
  • Free trialboth

Homebase scores higher on our rubric for gym staff scheduling software: 9.0 against 8.8 out of 10; our editors rank them #5 and #7.

Homebase offers free plan; When I Work doesn't. When I Work is cheaper to start at $2.50/mo against $30/mo.

Homebase is the better fit for multi-location gyms wanting free scheduling. When I Work is the better fit for budget-conscious gyms with unlimited staff.

  • Homebase fits best

    Multi-location gyms wanting free scheduling

  • 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 Homebase 9.0/10 Visit ↗ When I Work 8.8/10 Visit ↗
At a glance
Editor score 9.0 8.8
Ranking #5 in Gym Staff Scheduling Software #7 in Gym Staff Scheduling Software
Best for Multi-location gyms wanting free scheduling Budget-conscious gyms with unlimited staff
Pricing model Free plan + paid Paid
Starting price $30/mo $2.50/user/mo (best)
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 Web, iOS, Android
Support Email, Live chat, Phone, Docs · 24/7 Email, Live chat, Tickets, Docs
Compliance SOC 2, PCI DSS PCI DSS, SSO/SAML
Integrations 17 integrations 10 integrations
Built for Small business, Mid-market Small business, Mid-market, Enterprise
Features Homebase 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 Basic plan with scheduling and workforce features
  • AI scheduling, templates, conflict detection, and forecasting
  • Web, iOS, and Android apps with 15 listed 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
  • Paid plans are priced per location, which scales with site count
  • The broad workforce feature set may exceed simple scheduling needs
  • The listed paid rates require annual billing
  • 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

Homebase is workforce management software for hourly, shift-based teams, including gyms and other small businesses. It brings scheduling, availability collection, time-off management, open-shift coverage, shift swaps, time tracking, team…

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. HomebaseGym Staff Scheduling Software 9.0Free plan · 14-day trial
  2. When I WorkGym Staff Scheduling Software 8.814-day trial

Strengths and trade-offs

  • Homebase — where it wins

    • Free Basic plan with scheduling and workforce features
    • AI scheduling, templates, conflict detection, and forecasting
    • Web, iOS, and Android apps with 15 listed integrations

    Where it doesn't

    • Paid plans are priced per location, which scales with site count
    • The broad workforce feature set may exceed simple scheduling needs
    • The listed paid rates require annual billing

  • 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
  • Homebase9.0/10 · Free plan · 14-day trial

    Flexible scheduling for multi-location gyms, with a free tier and AI-assisted planning.

    Visit HomebaseFull verdict →
  • When I Work8.8/10 · 14-day trial

    Affordable scheduling for gyms needing unlimited staff coverage and multi-location tools.

    Visit When I WorkFull verdict →

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