Welcome to Whenify Help

What is the Pro plan?

The Pro plan unlocks advanced collaboration features designed for teams and power users. With Pro you get Teams, Co-Organisers, the Group Availability heatmap, Google/Outlook calendar sync, and the embeddable widget. Free accounts retain full access to creating events, collecting responses, and all core scheduling features.

What's included in the free plan?

The free plan includes everything you need to schedule events:

• Create unlimited event polls
• Share events via link — no account required for respondents
• Collect availability responses
• Finalise events and send calendar files (.ics) to attendees
• Templates, categories, and event copying
• Two-factor authentication

How do I upgrade to Pro?

Pro upgrades are currently managed manually. Contact the site admin to have your account upgraded. Once upgraded, a Pro badge will appear next to your name in the navigation and all Pro features will be unlocked immediately.

Will I lose my data if I downgrade?

No. Your events, responses, and account data are never deleted when changing plans. If you downgrade, Pro-only features (Teams, Calendar Settings, etc.) will no longer be accessible, but all your existing data is preserved and will be restored if you upgrade again.

What are teams?

Teams let you group Whenify users together so you can assign events to a team and keep scheduling organised by group. You can create multiple teams — for example, one for your work colleagues and another for a sports club.

How do I create a team?

Go to Teams in the navigation (Pro accounts only) and click Create Team. Give your team a name and an optional description. You become the team owner automatically.

How do I invite someone to my team?

Open your team's page and enter the email address of the person you want to invite. They must already have a Whenify account — if they don't, ask them to register first. Once added, they can view the team and its events immediately.

How do I assign an event to a team?

When creating or editing an event, a Team dropdown appears if you own any teams. Select the team you want to associate the event with. Team members will then be able to see the event listed on the team page.

Can team members edit events?

Team membership alone only grants the ability to view the team and its events. To give someone edit access to a specific event, use the Co-Organisers feature (see below).

Can I remove a member from a team?

Yes — only the team owner can remove members. Go to the team page, find the member in the list, and click Remove. This doesn't delete the member's account or affect any availability responses they've already submitted.

What is the Group Availability View?

The Group View is a heatmap grid that shows every respondent's availability across all event dates in a single glance. Each cell is colour-coded: green for available, red for unavailable, and grey for no response. The dates with the most availability are highlighted with a star so you can instantly see the best options.

How do I access it?

Open any event you've created and look for the Group View tab next to Responses near the top of the responses section. Click it to switch to the heatmap. This tab is only visible to event creators and co-organisers with a Pro account.

What do the colours mean?

• Green — Respondent is available on that date
• Red — Respondent marked themselves as unable to attend, or did not select that date
• Grey — No response received from this person
• ★ Star — Date has the highest number of available respondents

Can respondents see the group view?

No. The Group View is only shown to the event creator and any co-organisers. Respondents who access the event via a shared link only see the submission form.

Which calendars are supported?

Whenify supports Google Calendar and Microsoft Outlook (via Microsoft 365 / Office 365). You can connect both at the same time if you use both services.

How do I connect my calendar?

Go to Calendar Settings in your account dropdown (Pro only). Click Connect next to the calendar you want to link, then sign in with your Google or Microsoft account and grant the requested permissions. You'll be redirected back to Whenify once connected.

Note: Calendar Settings will show "Not configured" if OAuth credentials haven't been set up on this installation. Contact your administrator if you see this message.

What happens when I complete an event?

If you have a calendar connected with sync enabled, Whenify will automatically create a calendar entry for the finalised event in your connected calendar(s). The entry includes the event title, final date, and any time information you specified.

Can I turn sync off without disconnecting?

Yes. In Calendar Settings you can disable sync for a connected calendar without revoking access. This means completed events won't be pushed until you re-enable sync.

How do I disconnect a calendar?

Open Calendar Settings and click Disconnect next to the calendar you want to remove. This deletes the stored access token from Whenify. You may also want to revoke app access in your Google or Microsoft account settings for full security.

Is my calendar data stored securely?

Yes. Access tokens are stored encrypted in the database. Whenify only requests the minimum permissions needed to create calendar entries — it does not read your existing calendar events.

What is the embeddable widget?

The widget lets you embed your event's availability form directly into any external website — your blog, club site, or company intranet — using a standard HTML iframe. Visitors can submit their availability without leaving your site or needing a Whenify account.

How do I embed the widget?

Open your event page and scroll to the Embed Widget section. Copy the iframe code snippet shown there and paste it into the HTML of your external page. The widget will display your event form automatically.

What does the widget look like?

The widget uses a standalone dark-themed layout with no Whenify navigation — just the event title, the date range, and the availability submission form. It's designed to fit cleanly inside any page without the full app shell.

What analytics are available?

The Embed Widget section on your event page shows two counters:

• Views — total number of times the widget page was loaded
• Submissions — total number of availability forms submitted via the widget

What happens when the event is completed?

Once you complete (finalise) an event, the widget will display a "Submissions are closed" message instead of the form. The widget URL remains valid and still shows the event title so visitors know the event has been finalised.

Do respondents need a Whenify account?

No. Anyone who can see the embedded widget can submit their availability with just their name. No login or registration is required.

How do I create a new event poll?

Click Create Event Poll in the navigation menu. Fill in your event details including title, description, and location. Then set the date range and allowed days for participants to choose from.

How do I share my event with participants?

After creating your event you'll get a shareable link. Send it via email, messaging apps, or any other method. No registration is required for participants to respond.

Can I copy an existing event?

Yes! Click the Copy button on any event you've created. All details including title, description, location, attendees, polls, and notification settings will be copied. The new event will start with "Copy of" in the title with fresh dates and no availability responses.

What are templates?

Templates save your event configuration (title, description, location, times, attendees, and polls) so you can quickly create similar events without re-entering all the details.

How do I create a template?

• From scratch: Go to Templates in the navigation and click "Create Template"
• From an existing event: Click "Save as Template" on any event you've created

What's the difference between copying an event and using a template?

Copy Event creates a one-time duplicate including its specific dates. Templates are reusable configurations without dates — perfect for recurring events like weekly meetings where only the dates change.

How do I see who has responded?

Visit your event page to see all responses. You'll see participant names and their availability for each date. Pro users can also switch to the Group View tab for the heatmap overview.

When should I finalise the event?

Finalise your event once you have enough responses to make a decision. Look for the dates with the most "available" responses — the Group View (Pro) highlights the best dates automatically.

What happens when I finalise an event?

All participants receive an email with the final date, time, and location plus a calendar file (.ics) to import into their calendar. Pro users with calendar sync enabled will also have the event pushed automatically to their connected Google or Outlook calendar.