Blog · 2026-10-31

How to Add School Newsletter Dates to Your Calendar

School newsletters mix useful dates with paragraphs of news, and they arrive as emails, PDFs or messages in a parents' app. A date that stays in the newsletter is a date you will miss. The fix is a short routine: read once, add the dates that matter, then let your calendar do the reminding.

Yotei turns dates on your screen into calendar events you review first. See how it works

TL;DR

• Add dates the day the newsletter arrives, not later.
• Use a shared family calendar so both parents see the same dates.
• Add a reminder the day before for anything you must bring or sign.
• Add the whole year of term dates once, from the school's calendar page.

Set up a shared family calendar

In Google Calendar you can create a separate calendar for the family and share it with your partner. In Outlook you can do the same with a shared calendar. School dates then live in one place instead of two people's heads.

Which dates are worth adding

• Parents' evenings and meetings.
• Trip days, with the departure time and what to bring.
• Non-teaching days and holidays.
• Deadlines for forms and payments.

Capturing dates from a newsletter

Retyping five dates from a PDF newsletter takes a few minutes and is easy to do wrongly. A screenshot method reads the dates for you.

The quick way with Yotei

1. Bring the newsletter onto your screen.
2. Press the Yotei shortcut and drag a box around the dates.
3. Check the events Yotei found, edit anything that is wrong and untick what you do not need.
4. Confirm, and they are added to your Google or Outlook calendar.

Add the term dates once

Schools publish term and holiday dates as a table. Capturing that table once puts the whole year in your calendar. See also our guide to adding events from a PDF.

Yotei deletes the screenshot as soon as you confirm the event, or within 48 hours if you do not. The AI service that reads the screenshot may be outside the EEA and is only used after you consent. Details are in the privacy policy.

FAQ

How do I share school dates with my partner?

Create a shared calendar in Google Calendar or Outlook and add the school events to it. Both of you will see them.

Should I add a reminder as well?

For anything you must bring or sign, add a reminder the day before.

Does this work with a newsletter that is a PDF?

Yes. Select the dates on your screen and confirm what Yotei found.

By Omar Salloum, founder of Yotei (KD Digital).