30 June 2026
Password-Protected Events: Keep Your Group's Plans Private
WhosFreeWhen Pro lets you add a password to any event, so only the people you share it with can view the availability grid and add their dates.
This event is password protected
A WhosFreeWhen link is deliberately easy to share. Anyone who has it can open the event, see the availability grid, and add their own dates without signing up. For most events that openness is exactly what you want, but sometimes it is not.
If you are planning a surprise party, a sensitive work offsite, or anything where the wrong person seeing the plans would spoil them, an open link is a risk. That is what password-protected events are for.
Password protection is a WhosFreeWhen Pro feature.
What Password Protection Does
When you turn on password protection for an event, anyone opening the link is asked for the password before they can see anything. The event name, the availability grid, the participant list, and the insights are all hidden until the correct password is entered.
You set the password when creating the event or from the event settings at any time. You then share the password separately from the link: in person, in a different channel, or to a smaller subset of the group. Only people who have both the link and the password can take part.
Why This Matters
The most common use case is the surprise party. You want the guest of honour's friends to fill in their availability, but you absolutely do not want the guest of honour stumbling across the plans. Sharing the link in a big group chat is risky. A password means that even if the link leaks, the contents stay hidden.
The same logic applies to work events with commercially sensitive details, community groups coordinating something private, or any plan where you would rather control exactly who sees the responses.
Password protection does not change how the event works for the people who are meant to be there. They enter the password once and then use the event exactly as normal.
How to Use It
Create an event on WhosFreeWhen and, in the creation form or the event settings, set a password. Share the event link with your group as usual, then send the password through a channel the wrong person will not see.
Keep the password simple enough that your group will actually use it, but not so obvious that it defeats the point. A shared in-joke or a short phrase everyone in the loop already knows works well.
Frequently Asked Questions
Can I change or remove the password later? Yes. You can update or remove the password from the event settings at any time. Removing it makes the event openly viewable again.
Do participants need to enter the password every time? They enter it when they open the event. It keeps the contents private without forcing anyone to create an account.
What happens if someone forgets the password? As the organiser you can see or reset it in the event settings, then reshare it with whoever needs it.
Is this the same as making an account? No. Participants still never need to sign up. The password protects one specific event, not a user account.
Private Plans, Kept Private
Password-protected events give you the openness of a shareable link with a layer of control over who can actually see the plans. For surprise parties and sensitive events, that control is the difference between a plan that stays secret and one that does not.
Upgrade to WhosFreeWhen Pro to add a password to your next event.