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Set up a family calendar that keeps everyone in sync

Create one family calendar with colour-coded people, every term date and regular activity added, and reminders that go to the right person.

Meetings & CalendarIntermediate40 minGoogle CalendarAI assistantWhatsApp

When to use it

Set up once, then each new school term

Create a shared calendar
In Google Calendar, create a new calendar called 'Family' and share it with each adult, or use Google's family group calendar. Outlook and iPhone users can share a calendar in a similar way.
Turn your schedule into events
Gather term dates, clubs and regular appointments, then ask your AI assistant to organise them.
Prompt to copyHelp me set up our family calendar. People: [names and ages]. Here are term dates, clubs and regular commitments: [paste or attach school letters and notes]. Give me a table of events with: title starting with the person's name (e.g. 'Mia - Swimming'), day/date, time, repeat pattern (weekly, termly, one-off), location, who's doing the drop-off or pick-up, and a reminder time. Flag any clashes where one adult is needed in two places.
Add events and assign colours
Create each event, using repeating events for weekly clubs, and give each person's events their own colour so the week is easy to read.
Sort the clashes
Look at the flagged clashes together and agree who covers what, then message the plan in your family WhatsApp group.

Add an end date to term-time repeating events so they don't carry on through the holidays.