Data & privacy
Open Settings → Data & privacy to bring events in from a file, export your data, and choose whether this browser shares analytics. AI settings have their own section, Settings → AI. Archived items have their own page: see Archive.
Export your data
- Open Settings → Data & privacy.
- Under Your data, choose Export to a file to open the export dialog.
- Choose All calendars or one of your calendars in Calendar to export. Turn on Include archived items to also export archived items and make archived calendars available.
- Choose Export beside the file you want:
- Calendar file (.ics) or Spreadsheet (.csv): your scheduled events, bookings, and unavailable time from the selected calendar or all calendars.
- When data (.json): the selected calendar's events, drafts, periods, notes, labels, and drawings, with shared type and label definitions. With All calendars, it also includes your profile, settings, your When agent conversation and briefings, and other account data. It leaves out uploaded images and payment records.
The calendar selection and Include archived items apply to every file format. Archived items are excluded by default. Filenames include the calendar name or all-calendars, the export date, and including-archived when enabled. A single-calendar export includes items stored in that calendar, without its included calendars.
When prepares the file in the background. Under Recent exports at the bottom of the dialog, choose Download when the file is ready. When also emails a link that opens the export dialog. Sign in to the account that requested the export to download it. Files are available for seven days. You need an internet connection to request or download an export.
The .ics and .csv files leave out drafts, periods, and settings. To include your profile, settings, and other account data, choose All calendars and export When data (.json). Turn on Include archived items to include archived data as well.
Import a calendar file
- Open Settings → Data & privacy.
- Under Your data, choose Import from a file to open the import dialog.
- Choose Calendar (.ics) in File format, then the calendar where the events should go.
- Choose Choose file and select an .ics file.
- Review the event count and any skipped events, then choose Import N events.
When adds editable copies of the events. All-day dates, time zones, and supported repeat rules are preserved, including canceled or moved occurrences. Times without a time zone use the selected calendar's time zone. Reminders and guests are not imported.
Files can contain up to 5,000 events and be up to 5 MB. Unsupported time zones and repeat rules, superseded versions, and events or series over 256 KB appear in the skipped count. If saving stops partway through, choose Retry N remaining to continue without adding the saved events again. Importing the file again starts a new copy.
You can import while offline. Your changes sync when you reconnect.
Imported visibility values follow When's sharing rules. Before choosing a shared destination, read what calendar members can see.
Import events from CSV
In Settings → Data & privacy, choose Import from a file. In the dialog, choose Spreadsheet (.csv), select a calendar, and choose your file. Review the event count and skipped rows before importing. CSV imports use the same retry and offline support as .ics imports.
Use a UTF-8 comma-separated file with a header row. Choose Month/day/year or Day/month/year under CSV dates before choosing the file. ISO YYYY-MM-DD dates always work. If a slash date contradicts your selection, the file is rejected so ambiguous dates cannot be imported in the wrong order. WHEN CSV exports and Google Calendar's spreadsheet format are supported. Column names are case-insensitive, and spaces, underscores, and hyphens are ignored.
| Column | Values |
|---|---|
| Title or Subject | Required event name. Summary, Event, and Name also work. |
| Start or Start Date | Required. Use YYYY-MM-DD, slash dates in the selected order, or an ISO timestamp. |
| End or End Date | Optional. An omitted end uses the start. Date-only all-day ends include that day; an end with a midnight clock is exclusive when it is later than the start. |
| Start Time, End Time | Optional separate times, such as 09:30 or 9:30 AM. A timed end date needs an end time. |
| All day or All Day Event | True or false. A start date without a time defaults to all-day. |
| Time zone | Optional IANA zone, such as America/New_York. Floating times use this zone or the selected calendar's zone. ISO timestamps with Z or an offset keep their instant. |
| Location, Description | Optional details. Notes also works for Description. Quote values containing commas or line breaks. |
| Private, Visibility, Status | Optional. Private uses true or false; true imports with When's private visibility. Visibility accepts default, public, private, or free_busy. Status accepts confirmed, tentative, or cancelled. |
| Kind | Optional Event, Booking, or Unavailable. Bookings become ordinary editable event copies. |
WHEN and Outlook-style all-day end timestamps are exclusive. When restores the last included day automatically. It also removes the spreadsheet safety prefixes WHEN adds to text cells. Spreadsheet date-only ends remain inclusive.
CSV files can contain up to 5,000 events and be up to 5 MB. Invalid rows and events over 256 KB appear in the skipped count. Broken CSV quoting or missing required headers rejects the file. Repeat rules, reminders, guests, and calendar relationships are not restored. Use .ics or WHEN JSON for repeating events. All-day spreadsheet clock values must be midnight. WHEN CSV exports turn all-day items with clock times into plain all-day items because the export contains only their dates; use JSON to preserve those clock times. Files saved in a different encoding are rejected with a prompt to save as CSV UTF-8. Importing again adds another copy.
Import When data from JSON
- Export When data (.json) from the source account. Choose the calendar to copy, or All calendars for the whole account.
- In the destination account, open Settings → Data & privacy, choose Import from a file, and choose When data (.json) in File format.
- Choose the destination Calendar, then Choose file and select the JSON export.
- Review the item count, then choose Import N items.
When copies active events, drafts, and periods into that calendar, preserving event types, typed details, notes inside items, checklists, labels, reminders, guests, time zones, and repeat rules. Planning links reconnect to the copied periods. Custom types and labels with a conflicting name get an imported suffix. Bookings become editable event copies. Events from connected calendars become independent copies; reconnecting their source can show both copies. Birthdays keep their dates, yearly rules, birth years, and other birthday details in any calendar.
This imports calendar items only. It does not restore archived items, account settings, drawings, conversations, completion history, or calendar relationships. Files can contain up to 10,000 active items and be up to 20 MB. A malformed file or missing referenced type, label, or period is rejected before importing. If saving stops, Retry N remaining continues from the saved items. Importing the file again adds another copy.
Privacy
Browser analytics shares usage events, browser errors, and performance measurements from this browser. It does not change server-side reporting.
AI settings at the top of the group opens Settings → AI. There, AI features turns the When agent and event suggestions on or off for your account. See AI privacy and safety for what it sends. To connect Claude or another AI app, use Settings → Integrations.