Frequently Asked Questions
Everything you need to know about WhenItWorks.
Do I need an account to create an event?
No. Create an event with no account or sign-in. You'll get an event link right away—share it with everyone, including yourself. When you visit the link, you add your availability like everyone else, and you'll see who's replied and the group heatmap.
Do participants need to create an account?
No. Everyone uses the same event link. Participants enter their name (and optionally their email) and mark their availability. No login, no password, no account required.
Is WhenItWorks really free?
Yes. WhenItWorks is 100% free. Create unlimited events, collect availability, and see results at no cost. No credit card, no upgrades, no strings attached.
How does the one-link flow work?
Organizers and guests use the same event link. There's no separate "manage" link. Everyone visits the same page: add your name, mark your availability, submit. After submitting, you see who's replied, the best available times, and the full availability heatmap. The organizer is just the first person to share the link—they participate like everyone else.
When do events stop accepting responses?
Events stop accepting new responses at the end of the day before your latest event date. After that, you can still view results but cannot change them. Events are automatically removed after a few months.
Can I edit my availability after submitting?
Yes. On the same device, return to the event link anytime—your response will be pre-filled for easy updates. To edit from another device, add your email when submitting your availability; you'll receive a private edit link by email.
How do I share my event with participants?
After creating an event, you get one event link. Share it with everyone—via group chat, email, or any method you prefer. Organizers and guests use the same link. On supported mobile devices, a Share button lets you send the link directly to apps like iMessage, WhatsApp, or Slack.
Can I see who marked which time slots?
After submitting, you see participant names and who has responded. Availability is shown as aggregated counts per time slot (how many people are free at each slot). The heatmap shows the overlap so you can pick the best time.
What timezone are events in?
Events use the timezone you choose when creating (we detect it from your device by default). The time window is shown the same way to you and all participants—everyone sees the same range (e.g. 9 AM–5 PM Eastern), so there's no confusion.
Is my data secure?
Yes. We use industry-standard security practices. Event data is stored securely, and tokens are hashed. We never store plaintext tokens or expose sensitive information.