How to share a family calendar, and fill it with school dates

A shared calendar only helps if the dates are on it. This guide shows how to set one up in Google Calendar or on iPhone. It then shows how to get the dates from school, sport and club emails onto it without typing them in.

Option 1: Google's family calendar (works on iPhone and Android)

When you create a family group on Google, Google makes a calendar called "Family" for everyone in the group. Anyone in the family can see it in Google Calendar on any device where they're signed in.

  1. Set up a family group on Google, or join one.
  2. Open Google Calendar. The "Family" calendar shows under My calendars.
  3. To add an event, choose the Family calendar from the Calendars drop-down when you create it.
  4. To share it with someone outside the family group, such as a carer, open Google Calendar on a computer. Go to Settings, pick the family calendar under "Settings for my calendars", then choose Add people and groups under "Shared with".

Good to know: everyone in the family group can change or delete events, and Google doesn't notify you when someone else edits one. (Google's help page)

Option 2: A shared iCloud calendar (best if everyone has an iPhone)

  1. In the Calendar app on iPhone, tap Calendars, then Add Calendar, and give it a name such as "Family".
  2. Tap the info button next to it, tap Add Person, and enter each person's email address.
  3. To let someone see it without changing it, turn on Public Calendar and send them the link. They can subscribe in any calendar app that supports it.

Good to know: invited people need an iCloud account. The read-only link works for anyone. (Apple's help page)

Getting school dates onto the calendar

This is where most shared calendars stall. Someone has to read every school email and type the dates in. Off it goes does that part:

  1. Forward your next school email to your family's Off it goes address, or set up a Gmail or Outlook filter once.
  2. Every date, time and amount is matched to the exact words in the notice. If something is unclear, you get a short question first. Nothing is guessed.
  3. Add the Off it goes calendar to your iPhone, Mac or Google Calendar with one tap from the evening email. It sits beside your family calendar.
  4. Everyone in the house also gets a short "what's on tomorrow" email at about 7 pm, even if they never open the calendar.

Calendar apps check for changes on their own schedule, and Google Calendar can take a day or more to show one. The 7 pm email is always the most up to date.

Questions

Can my partner on Android see an iPhone calendar?

An iCloud invitation needs an iCloud account, so Google's family calendar is easier for a mixed household. Off it goes' evening email works on any phone.

Do the kids live across two homes?

Both parents, grandparents and carers can get the same 7 pm email at their own address, without signing up. How it works for two homes.

Will Off it goes change events I've added myself?

No. Nothing on your calendar is changed without your say.

How much is Off it goes?

A$99 a year, or A$9.99 a month. Full refund in the first 30 days if it isn't for your family.

Start for A$99 a year

A$99 a year, or A$9.99 a month. Full refund in the first 30 days.