The Schedule holds every event on the trip: the bus out, the museum, dinner, the performance. Events are grouped by day, and the trip home's "Up next" reads from it, so keeping it current gives everyone a live view during the trip.
Add an event
On the website, open Schedule and choose Add event. In the app, use Add event from the Schedule or Trip tools. Fill in:
- Title and Type (Travel, Activity, Meal, Meeting, Performance, Stay, Free time and so on).
- Start date and Start time, and an optional end. An overnight event or a flight can end on a later day.
- Location: start typing and pick a suggested place to drop a map pin.
- An optional Meeting point with its own time and pin, and a Description.
Times are entered on the trip's clock, not your own. See Trip time zones.
To change an event, open it and choose Edit event. Organizers and co-organizers can add and edit events.
Import a schedule file (website)
From the Schedule page, choose Import PDF / DOCX / CSV. Files up to 5 MB work.
- A PDF, Word (DOCX) or text file is read by AI, which drafts the events for you. Most tour-company itineraries with a day-by-day schedule work well.
- A CSV export from another app works too.
- You review every drafted event and pick which ones to import. AI is a helper, not a substitute for checking.
Every account gets 2 free AI drafts. Pro includes 50 AI drafts per trip. See Plans and pricing.
Pull in a school or team calendar
Under Subscribed calendars on the Schedule page, paste a calendar link (.ics or webcal) and choose Subscribe. From Google Calendar, use the calendar's Secret address in iCal format. From Outlook, publish the calendar and copy its ICS link.
- Events refresh every 6 hours, or right away with Refresh.
- Only events within the trip's dates, plus a day on either side, come in. Repeating events show on every date they fall on.
- These events are marked From calendar and are read-only here. Edit them in the source calendar; changes made here would be overwritten.
Sending the schedule out
Anyone on the trip can add the schedule to their own calendar app. See Subscribe to a trip's calendar. An event's Calendar reminder setting adds an alert in those calendars.
Running the same trip again
If you run the trip every year, duplicate it instead of re-importing. The schedule comes along and every date shifts by the same amount. See Duplicate a trip.