WhosFreeWhen shows you a clear, colour-coded availability grid on the event page. For most decisions, that view is all you need. But sometimes you want the raw data itself: to keep a record after the event closes, to run your own analysis, or to combine it with other information in a spreadsheet.

Export to CSV gives you exactly that. It is a WhosFreeWhen Pro feature.

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What the Export Contains

From any event you own, you can download the full availability grid as a CSV file. It captures every participant and every date in the event's range, with each cell marking whether that person is free. The file opens directly in Excel, Google Sheets, Numbers, or any tool that reads CSV.

Because it is plain data rather than a screenshot, you can sort it, filter it, count it, and build on it however you like. Nothing is locked into the WhosFreeWhen view.

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Why Export the Data

Keeping a record. Free events eventually expire. Exporting the responses gives you a permanent copy of who was free when, long after the event page is gone.

Running your own analysis. If you want to slice availability in a way the insights panel does not cover, the raw grid lets you do it. Count how many people are free per week, cross-reference against another list, or chart it your own way.

Feeding another workflow. Larger or recurring events are often planned in a spreadsheet alongside budgets, guest lists, and logistics. Exporting availability lets you pull the scheduling data into the same place as everything else.

Sharing beyond the app. Sometimes a colleague who is not going to open the event still needs the numbers. A CSV is a universal way to hand them over.

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How to Use It

Open an event you have created on WhosFreeWhen, and use the export option to download the availability grid as a CSV. Open the file in your spreadsheet tool of choice and work with it however you need.

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Frequently Asked Questions

What format is the file? A standard CSV, which opens in Excel, Google Sheets, Numbers, and any other spreadsheet application.

Does the export include people who have not responded? It reflects the current state of the grid, so you can see who has filled in their availability and who is still outstanding.

Can I export more than once? Yes. Export as often as you like. Each download reflects the responses at that moment.

Is the export available on the free plan? No. Exporting responses to CSV is a WhosFreeWhen Pro feature.

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Your Data, In Your Hands

The availability grid is the fastest way to make a decision inside WhosFreeWhen. Export to CSV is how you take that same data out: to keep it, analyse it, or build on it in whatever tool you already use.

Upgrade to WhosFreeWhen Pro to export your event's responses.