Family Event Tracker & Scheduler

Family Event Tracker & Scheduler is a routine your Townie AI assistant runs a few times a day: it reads the school and activity senders you confirm — schedule PDFs and flyers included — and keeps one living family doc per kid of upcoming events, need-to-knows, and deadlines, shared with everyone who helps run your week. It treats that doc as the source of truth and reconciles it onto the family calendar: adds what's missing, updates what moved, removes what got cancelled, and flags two-kids-two-places clashes.

To: your Townie

Subject: Create me a Family Event Tracker & Scheduler routine

Build me a routine that keeps one living family doc as our source of truth — upcoming events, need-to-knows, and deadlines — shared with everyone who helps run our week, and that also makes sure everything on that doc is on our family calendar.

Run it a few times a day, sweeping new mail from the senders we agree are school and family — teachers, the front office, coaches, clubs, class newsletters, other parents — and reading schedules that arrive as PDFs, flyers, or screenshots.

When it runs:
- Keep one shared living doc, organized per kid: upcoming events (date, time, location, which kid), the need-to-knows (forms, payments, RSVPs, "bring X tomorrow," dress-up days, half-days), and what's due — newest on top, with the source email noted.
- Treat the doc as the source of truth and reconcile it against our family calendar: add anything on the doc that isn't on the calendar, update times and locations that changed, remove what got cancelled, and flag clashes (two kids, two places, one time).
- Keep the doc shared with the people who need it — my partner, sitters, grandparents — so everyone's working from the same picture.
- Ping me right away if something urgent lands between runs — a same-day pickup change, a cancellation.

Check with me before adding anything to the calendar the first week; then keep it in sync on your own with an easy undo. Confirm which senders, which calendar, and who to share the doc with before you start, then run a test on this week's mail.

Before you build this, tailor it to the tools I actually use and ask me the questions that would make it stronger — including what to do on your own vs. check with me first.

Sent when you sign up — works as-is, or edit anything.

Get started with this routine

It confirms every calendar change with you the first week.

See it work: the newsletter lands on the doc and the calendar

One shared family doc that keeps itself on your calendar

One shared source of truth, reconciled onto everyone's week.

How this routine works

Works with

It sweeps a few times a day
Your Townie reads new mail from the senders you've confirmed as school and family — teachers, coaches, clubs, other parents — and reads the schedules that arrive as PDFs, flyers, or screenshots.
The doc stays the source of truth
One shared living doc, organized per kid: upcoming events, the need-to-knows, and what's due — newest on top, each item with its source email noted, shared with your partner, sitter, or grandparents.
The calendar reconciles itself
Anything on the doc that isn't on the family calendar gets added, changed times get updated, cancellations come off, and two-kids-two-places clashes get flagged. The first week it checks with you before touching the calendar.

Family Event Tracker & Scheduler FAQ

It's a routine your Townie AI assistant runs a few times a day: it reads the school and activity senders you confirm — schedule PDFs and flyers included — keeps one living family doc per kid of upcoming events, need-to-knows, and deadlines, and reconciles that doc onto the family calendar: adds what's missing, updates what moved, removes what got cancelled, and flags clashes. Anything urgent between runs pings you right away.

Yes. The routine reads only the senders you approve, the doc is shared only with the people you name, and it never shares anything about your kids with anyone without asking you first. Read more in our security overview.

Only the people you choose — your partner, a sitter, the grandparents who do Thursday pickup. You name them during setup, you can change the list any time, and everyone you share it with sees the same current picture instead of a forwarded email chain.

For the first week it checks with you before adding or changing anything on the calendar, so you can see it's reading your senders right. After that, every change comes with a recap and a one-step undo — and each item on the doc notes the email it came from, so you can always check the source.