When I Work vs Planday

WIWhen I Work8.8Visit Planday8.7Visit

Higher score WI 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

vs

Planday #8 in Gym Staff Scheduling Software 8.7/10 30-day trial Free trial✓ 1 of 5 features Visit Planday

• When I Work fits best

  Budget-conscious gyms with unlimited staff

• Planday fits best

  Gyms wanting inexpensive automatic scheduling

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Side by side

Feature	WIWhen I Work 8.8/10 Visit ↗	Planday 8.7/10 Visit ↗
At a glance
Editor score	8.8	8.7
Ranking	#7 in Gym Staff Scheduling Software	#8 in Gym Staff Scheduling Software
Best for	Budget-conscious gyms with unlimited staff	Gyms wanting inexpensive automatic scheduling
Pricing model	Paid	Paid
Starting price	$2.50/user/mo	£2.99/user/mo
Free plan	—	—
Free trial	14 days	30 days
Free trial length	14 days · no card needed	30 days · no card needed
Deployment	Cloud, Mobile	Mobile
Platforms	Web, iOS, Android	Web, iOS, Android
Support	Email, Live chat, Tickets, Docs	Email, Live chat, Phone, Docs
Integrations	10 integrations	8 integrations
Built for	Small business, Mid-market, Enterprise	Small business, Mid-market, Enterprise
Features When I Work 1/5 · Planday 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	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	Automatic scheduling uses availability, contracted hours, and working-time rules Open shifts, swaps, leave requests, and time tracking support daily operations Web, iOS, and Android access keeps schedules available to employees
Cons	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	There is no free plan Automatic scheduling is a beta rollout for selected organizations or regions Prices and features may vary by region
Our verdict	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 →	Planday is a workforce-management platform for gyms and other businesses that organize shift-based work. It combines schedule creation, employee availability, open shifts, shift swaps, time-off requests, time tracking, payroll preparation,… Read the review →

Strengths and trade-offs

• 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

• Planday — where it wins

  • Automatic scheduling uses availability, contracted hours, and working-time rules
  • Open shifts, swaps, leave requests, and time tracking support daily operations
  • Web, iOS, and Android access keeps schedules available to employees

  Where it doesn't

  • There is no free plan
  • Automatic scheduling is a beta rollout for selected organizations or regions
  • Prices and features may vary by region

• WIWhen I Work8.8/10 · 14-day trial

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

  Visit When I WorkFull verdict →
• Planday8.7/10 · 30-day trial

  An inexpensive shift scheduler with automatic planning, time tracking, and mobile access.

  Visit PlandayFull verdict →