How can we help?

YearMap is built and optimised for UK schools and is free for all UK educational institutions. You sign in using an official institutional Google Workspace or Microsoft 365 education account. As long as you use your organisation's domain email, YearMap will not block access based on location. If you are based outside the UK, please read our note below about international use. If your school domain is not recognised, contact us and we can review access.

Visit the YearMap login page and choose your provider: Google or Microsoft. You'll be redirected to your institution's sign-in page and then returned to YearMap automatically. No password is stored by YearMap.

Your account settings are used to pre-populate every new calendar you create. This includes your school name, logo, header colours, custom categories, auto bank holiday preference, auto term boundary markers, default PDF orientation, and notable date types. Completing settings first means you won't have to repeat this information each time. Many settings can also be overridden for individual calendars inside the wizard, so your account defaults are a time-saving starting point rather than a fixed rule. Visit Settings from the top navigation to get started.

The wizard walks you through five steps: (1) set the academic year, title, and date range; (2) define term dates: the autumn term start and summer term end are locked to the dates you set in Step 1, so only the four middle fields are editable; (3) manage categories and toggle auto bank holidays and term boundary settings; (4) assign dates to the calendar using the date form or by clicking and dragging on the live preview, which opens a Mark Date modal with tabs for categories and notable dates; and (5) review and generate your outputs. Auto-save activates from Step 2 onwards once an academic year has been entered.

Yes. If you have Auto Bank Holidays enabled in your settings, England and Wales bank holidays are automatically calculated and inserted when you move from step 2 to step 3 of the wizard. YearMap computes these internally, so no external service is required. If you are based outside the UK, you can disable Auto Bank Holidays in your settings and enter your own public holidays manually instead.

A pupil day is any weekday within the academic year that is not marked as a holiday, INSET day, or bank holiday. YearMap counts pupil days automatically and shows the total on your dashboard and in your generated PDF. Categories marked as non-pupil days (such as School Holidays and INSET Days) are subtracted from the total weekday count.

Yes. There are two ways to add custom categories. The first is via Settings, where you can define categories that will be available in every new calendar you create going forward. The second is directly within Step 3 of the wizard, where you can add a category that applies only to the calendar you are currently building. That one-off category will not appear in your account defaults or in any other calendar.

Note that the five system-defined categories (Teacher INSET Day, School Holidays, Beginning of Term, Last day of Term, and Bank Holiday) are always present in every calendar and cannot be removed or renamed.

If you want to highlight specific dates with a coloured border without affecting pupil day counts, you can also set up Notable Date Types in Settings (such as "Parents' Evening" or "Open Day"). These are separate from categories and are applied via the Notable Dates tab in the Mark Date modal in Step 4.

Notable dates are a way to visually highlight individual calendar cells with a coloured border ring without affecting pupil day counts or category assignments. A date can have both a category and a notable date marker applied at the same time.

To use them, first set up your notable date types in Settings (for example "Parents' Evening" or "Open Day", each with its own colour). Then in Step 4 of the wizard, click or drag on the calendar preview to open the Mark Date modal, switch to the Notable Dates tab, and select the type you want to apply. Notable date types must be configured in Settings before they can be used; there is no way to add them as one-offs inside the wizard.

Yes. From the dashboard, use the three-dot menu on any calendar card and select Clone. This creates an independent copy owned by you, which you can then edit without affecting the original. Cloning a shared calendar gives you your own editable copy.

From your dashboard, click the share icon on any calendar card. Enter your colleague's username (they must be at the same institution domain) and choose a permission level: Can View or Can Edit. The calendar will appear in their Shared With Me tab immediately.

Important: Before you can share with a colleague, they must have logged in to YearMap at least once. YearMap can only recognise users who already exist in the system but YearMap can only recognise users who already exist in the system. If your colleague has never signed in, their account will not be found. Ask them to log in to YearMap first, then try sharing again.

Can View allows a colleague to open, inspect, and export the calendar, but they cannot save any changes. Can Edit allows full editing access, so changes they save go directly back into your original calendar file. Only users within the same institution domain can be granted access.

This usually means your colleague hasn't logged in to YearMap yet. YearMap can only share with users who already exist in the system. A user account is only created the first time someone signs in. Ask your colleague to visit YearMap and sign in with their institutional Google or Microsoft account. Once they have logged in at least once, you will be able to find them and share calendars with them. Remember that sharing is also limited to users within your own organisation's domain.

Yes. Open the Share panel for the calendar and select Remove next to the user you want to revoke. Access is removed immediately. Any subsequent save or export attempt by the removed user will be rejected by the system.

YearMap generates two output formats: PDF which is a printable academic calendar including your school logo, term summary, category key, and pupil day count; and ICS which is a standard iCalendar file that can be imported into Google Calendar, Outlook, Apple Calendar, or any compatible application. The ICS file can also be imported directly into most school website CMS platforms, making it easy to publish your academic calendar to your school's public website.

Yes, this is one of the most useful things you can do with the ICS file. Most school website content management systems (CMS) support ICS calendar imports, so you can publish your academic calendar directly to your school's public website. Popular school website platforms all support ICS imports. Look for an "Import" or "Upload ICS" option within the calendar or events section of your CMS. If you're unsure whether your platform supports it, check with your website provider, as the majority of school CMS systems do.

Yes. Your default PDF orientation is set in Settings, but you can override it for any individual calendar during the generation step of the wizard. Both portrait and landscape layouts include all content.

Yes. In Step 5 of the wizard, tick the Include Event Summary Page option. This appends a second page to the PDF listing all events in chronological order. It is a useful reference to print alongside the main calendar grid, particularly for staff who want a quick overview without scanning through every month. Your account default for this option is managed in Settings, but you can turn it on or off per calendar without changing the default.

Yes, if you have uploaded a logo in Settings. Logos must be PNG or JPG format and under 500KB. YearMap automatically crops near-white margins and resizes the logo to fit neatly in the PDF header.

No. YearMap uses SSO (Single Sign-On) via your institution's Google Workspace or Microsoft 365 account. Your password is never sent to or stored by YearMap. We recommend enabling two-factor authentication on your institutional account for added security.

Domain access is managed by Schuled Educational Services. If you believe your institution should have access, please contact us with your school name and domain and we'll review your request promptly.

To request deletion of your account and associated data, please contact us using your institutional email address. We will process your request in accordance with our privacy policy and applicable UK data protection law.

YearMap has been designed and built specifically for the UK school market, including the three-term structure, England and Wales bank holidays, and the standard UK academic year layout. That said, YearMap does not block access based on location. As long as you sign in with your organisation's domain email, you are welcome to use the system. If your country also follows a three-term academic year model, you should find YearMap works well for you with a small amount of configuration.

The main thing to adjust is bank holidays. In Settings, turn off Auto Bank Holidays, which stops England and Wales bank holidays from being inserted automatically. You can then add your own public holidays manually in Step 4 of the calendar wizard by assigning dates to the Bank Holiday (or a custom) category. Everything else, including the term date structure, pupil day calculation, PDF and ICS export, will work as normal.

YearMap is built around a three-term academic year model. If your school operates on a similar structure, you are very welcome to use it. If your country uses a fundamentally different structure, such as a two-semester or four-quarter system, the current version of YearMap may not map neatly to your needs. We are always open to working with schools from other countries, and if there is sufficient interest we may consider expanding the system to support different structures. Feel free to reach out to us with your specific requirements.

Absolutely, we would love to hear from you. We are always open to working with schools from other countries and are happy to discuss what your specific needs are. If there is a strong case for expanding YearMap into different regional systems or structures, it's something we would genuinely consider. Please get in touch and tell us a bit about your school and what you're looking for.