School Calendar tutorial

Create and Share a School Club Schedule

Give club members and families a clear place to check session times. This walkthrough uses a school robotics club to show how to add sessions, include useful details, publish a calendar, and update it when arrangements change.

The week you’ll build

This example is a starting point. Use dates and activities that fit your own week.

Day	Time	Activity	Duration
Monday	3:30 pm	Robotics: build session	60 min
Wednesday	3:30 pm	Robotics: testing session	60 min
Friday	3:30 pm	Robotics: team demonstration	45 min

A prompt to try

Replace the bracketed date with the Monday of your chosen week, then paste this into Magic Generate.

For the week starting Monday [YYYY-MM-DD], create these robotics club events:
Monday 3:30pm Robotics build session for 1 hour
Wednesday 3:30pm Robotics testing session for 1 hour
Friday 3:30pm Robotics team demonstration for 45 minutes

1. Create a calendar for the club

Choose New blank calendar and open Calendar Settings. Use a title families will recognise, such as “Robotics Club — Weekly Sessions”, and add a short description of what the calendar covers.

Navigate to the week you are planning. Use your confirmed club times in place of the example sessions.

2. Add sessions and check the times

Create the sessions manually, or replace the Monday date in the prompt above and send it to Magic Generate. Review the proposed dates and durations, then choose Add to calendar.

Give each event a useful title, such as “Robotics: testing session”, so members can distinguish it from a general club meeting.

3. Include the details families need

Open each event to review its description and timing. Include the meeting room, what members should bring, and the collection arrangements where relevant. For example: “Meet in Room 12. Bring your project notebook. Collection at 4:30pm.”

Check the end time against your collection instructions. Preview the finished calendar before publishing so that the event details and timetable agree.

4. Publish the club calendar

Select Publish calendar. Review the calendar title, description, and event details. If you want viewers to enter a password, fill in Optional password before selecting Publish.

Copy the published link and open it in another browser or on a phone. For a password-protected calendar, check that the password prompt appears and that the password opens the view.

5. Give members the link

Share the calendar URL through your usual club communication channel. If you set a password, provide it to the intended viewers too.

The published calendar is read-only. Families can view the sessions without changing the schedule you maintain.

6. Republish when a session changes

Suppose Wednesday’s session starts at 4pm instead of 3:30pm. Edit the event and check its end time and collection details. Open Publish calendar and select Republish.

The URL stays the same. Tell families about a time change through your usual channel and ask them to reopen or refresh the calendar. Republishing updates the calendar content; it does not send an automatic notification.

Make the next week easier to see

Start with a few activities, check the details, and build from there.

Create your school club calendar

Next guide: Move Your Calendar Events with One Chat Request