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Get the whole school year into Google Calendar in one go

Term dates, INSET days, clubs and trips are on three PDFs and a WhatsApp group. Turn them into one file and import the lot into your calendar in a minute.

Updated 17 Oct 2026

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The prompt · ChatGPT

Turn our school dates into a CSV I can import into Google Calendar.

Children and schools: [first names and schools]
Term dates and INSET days: [paste from the school website or letter]
Clubs and regular activities: [e.g. Tuesday swimming 5–6pm until July]
Trips, shows and non-uniform days: [paste]

Ask me up to 3 short questions first if anything important is missing. Wait for my answers.

Then:
1. A CSV in a code block with these headers exactly, in English: Subject, Start Date, Start Time, End Date, End Time, All Day Event, Description, Location, with any text that contains a comma in quotation marks.
2. Every date in the CSV written month first as MM/DD/YYYY, exactly as Google's import help shows (e.g. 09/01/2026 for 1 September 2026), never day first or YYYY-MM-DD, and term dates and INSET days as all-day events with All Day Event set to True.
3. Each child's first name at the start of the Subject, such as "Mia – swimming".
4. Weekly clubs written out as one row per week, skipping holidays.
5. A plain list of every date in UK format (day first) so I can check it against the letter.

Only use what I've told you, leave blanks for anything I haven't given, and don't invent facts. UK English.

Stay in this ChatGPT chat. Do not turn on apps or connectors, and do not use memory from another chat.

A short example

Fill the blanks, then paste. first names and schools: a short note you already have. paste from the school website or letter: a short note you already have. Leave the rest of the prompt as written.

1

You paste the term dates, clubs and trips from the school's letters or website.

2

The assistant asks which child each one is for and whether clubs repeat weekly.

3

You get a CSV file of every date, ready to import into Google Calendar, plus a list to check.

What happens

Use ChatGPT to get the whole school year into Google Calendar in one go

Term dates, INSET days, clubs and trips are on three PDFs and a WhatsApp group. Turn them into one file and import the lot into your calendar in a minute.

Tools

Paste the prompt, fill the blanks, copy the draft.

  • ChatGPT — required. Drafts from the text you paste. Nothing is sent.

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