School event calendar, for colleges and PTAs too Plan the term once. Circle the evenings.
Most of a school calendar repeats every week until the holidays. So the Tuesday club is one entry for the whole term, half term comes out of it in one step, and the concert and parent evenings are the 5 dates you add by hand.
Autumn term
7 Sep to 11 Dec
Riverside Primary
12
Club dates
1
Recurring event
5
Evenings
12 club dates from one entry. 2 taken out for half term and a training day.
Clubs and fixtures
The timetable, typed in once.
Choir on Monday, chess on Wednesday, netball training every Thursday. Each is a recurring event on its day of the week that runs until the last day of term, so the office enters it in September and does not open it again until the spring.
- Any rhythm a school keeps - Weekly on chosen days, every other week for a fortnightly fixture, or monthly by weekday, such as the first Friday assembly.
- Half term in one step - A date exception takes a single date out of the pattern. Add one for each day of the break, and the rest of the term is untouched.
- Training days and snow days - A closure is the same exception. A club that moves to Wednesday for one week gets that date added and the Tuesday taken out.
- Ends when the term ends - Set the last date and the club stops appearing. Next term, clone it and change the dates.
Free plan Recurring events, date exceptions and event cloning are all free.
What the office fills in, once
1 eventThat is the whole club. It lands on 12 Tuesdays, and the 24 places are counted again for each one.
The calendar at home
On the fridge, in the phone.
A PDF of term dates is out of date the day a fixture moves. A calendar families subscribe to is not: change the date once and it changes in every phone that added it. Nobody has to install anything.
Subscribe once
Families add the school's live calendar feed from the Add to Calendar menu. New dates and moved dates arrive on their own, and it costs them no email address.
Free plan
On the school website
Paste one embed code into the page you already have, and the calendar there is always the current one. No web team needed for a date change.
Free plan
In the office calendar
Two-way sync with Google Calendar, Outlook and CalDAV, so the calendar staff already use and the public one stay the same.
Free plan
In the family's language
Nominate one other language and event names and descriptions are translated for you, with a switch on the public page.
Free plan
Every schedule also has a QR code you can download, so the same calendar can go on the noticeboard by the gate and on the back page of the prospectus.
The show, the trip, the fair
Count the seats before the night.
The hall holds two hundred and twenty. Every family wants four seats for the nativity. Whether you charge or not, the question is the same: how many are coming, and who.
The free evening
Free planOpen evenings, information sessions, trips and the sports day picnic.
- Families register instead of paying, and the sign-up stops when the places run out.
- The capacity is counted separately for each date, so two performances are two counts.
- Ask for each guest's name, so a trip list names every child rather than "4 places".
- A waitlist for a full free evening, offered to the next family when someone drops out.
- Every registration carries a QR code, and scanning it at the door works on any plan.
The ticketed show
Pro planThe school play, the summer concert, the PTA ball.
- Adult, child and family ticket types, each with a price and a quantity.
- Paid into the school's or the association's own Stripe or PayPal account, or by Invoice Ninja, a payment link or cash.
- No platform fee on top of what families pay. Only your payment provider's own fee applies.
- The live check-in dashboard, so the front of house team can see the hall filling.
- Refunds from the Sales page when a family cannot come, in full or in part through Stripe or PayPal.
A free ticket type can sit beside the paid ones on the same night, so staff and performers' siblings can take a seat at no charge without a separate event.
Mrs Okafor, Year 5
10 min slotsParents see only the open times. Taking one sends a confirmation, and a reminder before the day, with a private link to move or cancel it.
Parent evenings
No more slips in book bags.
An appointment type is a set of hours cut into slots. Parents pick an open time on its booking page, and the grid of names on the classroom door is already filled in before the evening starts.
One type, free
Free planWeekly hours, the slot length, a public booking page and every confirmation, reminder and cancellation email. It must be free to book, which a parent meeting always is. Ideal for a standing slot, like a head of year's Thursday drop-in.
A consultation evening on one date
Pro planA single evening outside the weekly hours is a date override. Overrides, a gap between meetings, a minimum notice period, a booking window and an approval step are the advanced rules, and they are Pro, as are more types, such as one per teacher.
Sent from the school's address
On eventschedule.com, booking emails go out through the schedule's own email settings, so connect the school's mail server first. Selfhosted, any configured mailer works.
Every strand
Year 6 does not need the under-9s fixtures.
Sub-schedules split one school calendar into strands, each with its own colour and its own link. A family follows the whole school, or only the parts their children are in.
Year groups
Trips, assemblies and the Year 6 residential on the pages those families actually open.
Own link
Clubs
Every after-school club on one strand, so a parent choosing for next term sees them all side by side.
Own link
Sports teams
Home and away fixtures for each team, with the venue on a map for the ones at another school.
Own link
The PTA
Fairs, discos and quiz nights on the association's own strand, with its tickets paid into its own account.
Own link
Who hears about new dates
Two ways in, and both are the family's choice.
- A family leaves an email address on the calendar and confirms it. When you add events, confirmed subscribers get a short digest of them, at most one every 72 hours, and it does not use your newsletter allowance.
- Anything with more to say, such as a letter about the residential, is a newsletter the school writes and sends. The free plan covers 10 emails a month, Pro 100 and Enterprise 1,000, counted per recipient, so one letter to 90 families uses 90.
- A school that selfhosts, or connects its own email settings on eventschedule.com, has no newsletter limit.
Who can see and edit what
Worth knowing before the first staff meeting.
A viewer sees no sales but can still scan tickets at the door, which is how a teacher on the hall doors helps without seeing the takings.
Who it is for
From the reception class to the lecture hall.
Elementary Schools
Assemblies, class trips and the winter concert, on one calendar families subscribe to so a changed date updates in their own phone.
High Schools
Sports fixtures, the spring musical and exam-season evenings, each strand on its own link and the paid show with QR tickets at the door.
Colleges & Universities
Department talks, open days and society events on separate sub-schedules, with free registration and a cap on the rooms that fill.
Parent-Teacher Associations
Fairs, quiz nights and volunteer sign-ups, with a newsletter to the families who signed up and ticket money paid straight to the association.
How it works
Done in the first week, right until the holidays.
01
Set the term
Each club and fixture is a recurring event that ends on the last day of term. Half term and closure days come out as date exceptions.
02
Add the evenings
The concert, the trip and the open evening, each with a capacity. A price only on the nights that have one, and a booking page for parent meetings.
03
Hand families one link
Put it on the school website, in the newsletter and on the noticeboard QR code. Families subscribe once and every change follows them.
Key features
Free forever. Upgrade when you're ready.
Free registration for as many people as you like. When you start charging, zero platform fees on every plan - the only deduction is your payment processor's own.
Everything you need to publish a schedule and fill the room, for as long as you like.
- Unlimited events, sub-schedules and recurring dates
- Two-way Google, Outlook and CalDAV sync
- Unlimited free registration and RSVPs, scanned at the door
No expiry, and no card asked for.
Start charging, and the rest of the selling kit arrives with it.
- Sell paid tickets, with the live check-in dashboard
- Promo codes, add-ons, passes and gift cards
- The REST API, webhooks, and no Event Schedule branding
7-day free trial, cancel any time.
For a room with a seating chart, a team, and a domain of its own.
- Reserved seating, drawn once and reused every date
- Your own domain, and up to five team members
- Internal and unlisted events, and 1,000 newsletter recipients
Included free on every selfhosted install.
Related
Keep exploring
For Libraries
Set story time up once and give every date its own place count.
Read moreAppointments
Write your hours down once and let guests pick an open time.
Read moreFor Sports Leagues
A fixture list per team, one season calendar for the league, and rides to away games.
Read moreSub-schedules
Keep each year group, club and team on its own link.
Read moreQuestions
Asked in the school office.
Is Event Schedule free for a school?
The parts a school uses every week are free forever: recurring clubs and fixtures, date exceptions for closures, free sign-ups with a capacity, sub-schedules, one appointment type for parents to book, the live calendar feed, the website embed, two-way calendar sync and the translated page. Pro, at $5 a month, is for putting a price on a ticket, the live check-in dashboard, more appointment types and the advanced booking rules. Enterprise adds more staff logins and the Internal and Unlisted event types. There are zero platform fees on ticket sales on every plan.
Can parents book a slot for a parent-teacher conference?
Yes, through an appointment type. You set the hours it runs and how long each slot is, and parents pick an open time on its booking page; they get a confirmation, a reminder and the option to cancel or move it. On the free plan a schedule has one appointment type, and it must be free to book, which suits a standing slot like a head of year's weekly drop-in. A one-off consultation evening on a single date needs a date override, and date overrides, buffers between slots, a minimum notice period and an approval step are Pro, as are more types, for example one per teacher. On eventschedule.com the booking emails go out through the school's own email settings, so add those first.
Can more than one member of staff run the calendar?
The free plan and Pro each include one team member on a schedule. Adding more staff is Enterprise: an admin can run the schedule day to day and see ticket sales and the check-in dashboard, and a viewer has read-only access but can still scan tickets at the door. Only the owner changes those levels. If you selfhost Event Schedule on the school's own server, every feature is included.
Can some events stay private to staff?
A Draft event stays members-only until you publish it, on every plan, which is how most schools hold next term's dates before they are confirmed. Two more options are Enterprise: Internal events are for members only and never go public, and Unlisted events are hidden from the calendar but open to anyone with the direct link, with an optional password, which suits a staff training day or a page for one class's families.
Do families have to download an app or make an account?
No. Anyone can open the calendar in a browser, on the school website where you embed it, or from a link in your newsletter. Families who want dates in their own calendar subscribe to its live feed from the Add to Calendar menu, which costs no email address at all. Families who want to hear about new dates leave an email address and confirm it, and from then on they get a short digest when you add events, at most one every 72 hours.
How do we sell tickets for the school play?
Putting a price on a ticket needs Pro. Set a ticket type for each price, such as adult and child, give the night a capacity, and families pay into the school's own Stripe or PayPal account, or by Invoice Ninja, a payment link or cash. Event Schedule takes no platform fee. Tickets carry a QR code, scanning them at the door works on every plan, and the live check-in dashboard is part of Pro. If the performance is free, give it free registration with a capacity instead, which needs no plan at all.
What happens to weekly clubs over half term and closure days?
Each club is one recurring event on its day of the week that ends on the last day of term. For half term or a training day you add a date exception, which takes that single date out without touching the rest of the pattern. Exceptions work the other way too, so a one-off extra session can be added outside the usual day.
Many of our families read another language. Can the calendar help?
Yes. A schedule is written in one language and can nominate one other language to translate into. Event names and descriptions are translated by AI, and a language switch appears on the public page. It is free, and it is one extra language per schedule rather than all of them at once.
Free forever
Set the term before the first bell.
Clubs, closures, free sign-ups, a booking page for parents and a calendar families subscribe to cost nothing. A priced ticket for the show is the part that needs Pro.
No credit card required