YearMap Academic Calendar Made Simple
Completely free for UK schools

One calendar.
Never out of sync.

YearMap starts with your official academic calendar - then becomes the place your whole school runs from. Clone it into an internal diary, invite colleagues to add parents' evenings, trips and INSET days, and every PDF and live ICS feed updates itself, automatically, forever.

YearMap covers the full academic year lifecycle: build your school calendar, plan your academic year, check your pupil days, and keep the whole staff diary in sync in one place.

See what it actually looks like View example PDF outputs →
Every school already runs two calendars
📌Parents' evening in an email thread 💬Trip details in a group chat 📝Deadlines in someone's notebook 📋Staff meetings in a separate spreadsheet
⚡

The official calendar is one thing.
The day-to-day diary is another entirely.

Most schools build a proper academic calendar once a year, then run the rest of the year's events through email, group chats and disconnected spreadsheets. YearMap combines both into a single system: the calendar you publish becomes the foundation, and your whole staff diary is built on top of it.

1
Central calendar
as your source of truth
2
Formats kept in sync
automatically: PDF & ICS
∞
Colleagues who can
collaborate on the diary
0
Revised PDFs to
email around the school

Two systems, out of sync

Your calendar and your diary
shouldn't live apart.

  • 📎
    The official calendar goes stale

    It's published once in September, then quietly falls out of date as the year's real events pile up somewhere else.

  • 📨
    Changes don't reach everyone

    One person updates a spreadsheet. Nobody else knows. The noticeboard, the website and everyone's inbox all show something different.

  • 📤
    Revised PDFs get emailed around

    Every change means re-exporting, re-attaching and re-sending a document that's already out of date by the time it lands.

  • 📵
    Subscribed calendars go stale

    Even staff who subscribed properly in Outlook or Google Calendar stop trusting it, because it was never kept current.

One foundation. One diary.

YearMap turns your official calendar into the foundation everything else builds on, so the diary your staff keep and the calendar your parents see are always the same thing.

How it all fits together

Build it once.
Run your whole year from it.

Step one — Build

Your official calendar,
structured from day one.

Set your term dates and YearMap adds bank holidays automatically and calculates pupil days for you. This becomes the foundation everything else is built on — not just a document you generate once and forget.

Automatic term calculations Bank holidays built in Pupil day counting
HT
BM
SL
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Editing the Internal Calendar

Step two — Collaborate

Clone it. Share it.
Build the diary together.

Clone your official calendar into an Internal Calendar and share it with colleagues. Throughout the year, staff add parents' evenings, trips, performances, assessment windows, open evenings, deadlines, meetings, training days and fixtures — all on top of the same foundation.

Clone calendars Internal calendars Multiple editors

Step three — Publish

One click to
parents, staff and the web.

Generate a professional PDF for the noticeboard, governors and letters home. Publish a live ICS feed on your school website. Give parents a calendar they can trust, without anyone manually re-typing a single date.

Professional PDF Live ICS feed Website integration
September
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October
M
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THE BIGGEST FEATURE

Change it once.
It updates itself everywhere.

This is what makes YearMap different. Every time a staff member adds or edits an event on the shared calendar — a trip, a training day, a deadline — the changes ripple out automatically. Nobody has to remember to re-export or re-send anything.

A change is made

Staff add or edit an event on the shared calendar

PDF & ICS regenerate

Both stay current automatically, with no manual export

Everyone already has it

Subscribers in Google, Outlook or Apple Calendar see it instantly

Staff subscribe once, in whatever calendar app they already use — and never need to manually update it again.

No revised PDFs to send Works with any calendar app Always the source of truth

The full journey

From official calendar
to always-current diary.

No manual to read, no training session to book. Build your calendar in minutes, then let it grow into your school's central diary for the rest of the year.

1

Build & publish

Sign in, build your official calendar, then export a PDF and publish a live ICS feed on your website.

2

Clone & collaborate

Clone it into an Internal Calendar and share it with colleagues, so more than one person can keep it current.

3

Add the year's events

Staff add parents' evenings, trips, assessments and meetings on top of the official calendar all year round.

4

Stay in sync, automatically

The PDF and ICS feed update themselves. Everyone who subscribed already sees the latest version.

About YearMap

Built for UK schools,
by people who get it.

🔒

Privacy & Security

Secure by design.
Not just by policy.

We know schools think carefully about which tools they allow staff to use. Here's an honest, plain-English explanation of how YearMap handles your data and why we believe the way we've built it speaks for itself.

🛡️

We never see your
password. Ever.

YearMap uses Single Sign-On (SSO) via your existing Google or Microsoft school account. This means you sign in using the same trusted credentials your school already manages. We have absolutely no involvement in storing, handling, or even receiving your password at any point.

Authentication is handled entirely by Google and Microsoft's own secure systems. It's the same technology used by thousands of enterprise organisations globally, and it means one less password to manage.

Password-free sign-in via Google & Microsoft SSO
📦

We only store what we need

YearMap holds the minimum data required to run the service: your school name, your email address, your calendar events, and your configuration settings. Nothing more. We don't collect personal pupil data, staff details, or anything beyond what's needed for the calendar to work.

🚫

No passwords. No unnecessary data.

We don't store passwords because we never receive them. We don't store data we don't need, because collecting it would create risk without reason. Data minimisation isn't a checkbox for us. It's how the system was designed from the ground up.

🏫

Your school account, your control

Because sign-in uses your school's existing Google or Microsoft account, your IT administrator already has full visibility and control. You can revoke YearMap's access at any time directly through your school's account settings, with no need to contact us.

See it for yourself

This is what
your calendar looks like.

No sign-up needed to take a look. Open a real example PDF - exactly what YearMap generates, and exactly what stays current automatically once your diary starts filling up.

Portrait

Portrait Layout

The classic A4 format - ideal for printing and pinning. Months stack cleanly down the page with full event detail, colour coding, and your school name at the top.

A4 Portrait Print-ready Full academic year Colour coded
Open Portrait Example Landscape

Landscape Layout

Wider format with more breathing room per month - great for screens, governor reports, and wall displays. Each week is easy to scan at a glance.

A4 Landscape Screen-friendly Full academic year Colour coded
Open Landscape Example

These are real outputs generated by YearMap. No design work, no tweaking, no exporting to Word. Just click and go.

"

One calendar. One diary.
Everyone stays in sync.

Give your whole school one place to plan the year, instead of a calendar nobody trusts and a diary scattered across inboxes.

Completely free for UK schools, with no strings attached