The kids' schedules at least come from apps. The work schedule comes from a sheet taped to the break-room wall, a PDF in a portal nobody else in the house can log into, or a screenshot you texted yourself and lost. So the one adult who knows who is working Saturday is the one who read the roster — and the question "wait, are you on this weekend?" gets asked at the worst possible moment.
The fix is to get the roster onto the same calendar as the practices and the school days, where whoever is home can see it. Photograph it or save the PDF, upload it, approve the shifts we found, and it is there — next to the 5:30 practice it overlaps with.
Snap or save the roster. Posted on the break-room wall? Photograph it flat and square, whole sheet in frame, no shadow across the middle. Posted in a portal? Save the PDF if there is a download button, or take a screenshot of the page with the dates and times showing. PNG, JPG and PDF upload, up to 10MB. A real file reads better than a photo of a printout, so take the PDF when you can get it.
Upload it to Schedule Caddie. A free account takes a minute, no card. Upload the photo, screenshot or PDF and the reader goes through it and pulls out every upcoming dated entry it can find — what it is, what day it falls on, and the start and end times when the roster prints them.
Review the dates we found. Everything comes back as a checkable list before anything saves — one row per shift, showing what was read. A row with a time becomes a timed event with that start (and the printed end, if there was one); a row with no time becomes an all-day entry. Uncheck what is not yours, fix anything misread. Rows the reader was unsure about come back unchecked so you look at them on purpose. Only what you leave checked is saved.
Set a repeat if your pattern is fixed. We do not guess your rotation from one week of shifts. If you genuinely work the same days at the same times every week, open one of the shifts on the calendar, choose "Repeats weekly? Add the rest of the series," pick the date it should run through, and add the series — it copies that shift every week up to 26 weeks out. If your pattern rotates, skip this step and upload each roster as it is posted.
Share it with the other adult. From Subscribe & Share, create a share link and text it over. It opens as a read-only web page — no app, no account, no password — showing the current calendar every time, and it can be scoped to the whole family calendar or just the schedules you pick. The page can also email them a one-tap link that puts the calendar on their own phone.
Subscribe your own phone. Subscribe & Share also has the one feed for your account. Add it to the calendar app already on your phone (iPhone, Google Calendar, Outlook) and your shifts, the kids' practices and the school days show up together, in the app you already check — one subscription instead of three.
The thing that matters about a work schedule is the hours, not just the day. A roster row that prints a time becomes a timed event with that start, and with the printed end when the sheet shows one — a 3:00 PM to 11:00 PM shift blocks 3:00 to 11:00 on the calendar, not a vague all-day marker. Rows with no clock time (a day off, a training day, a holiday closure) become all-day entries instead.
That is what makes the overlap visible. A shift that runs to 6:00 and a practice that starts at 5:30 sit on the same day view, and the person looking at the calendar can see it on Sunday instead of discovering it on Tuesday.
Reading a photographed roster means judgement calls — which column is the date, whether that smudge is a 3 or an 8, which of the fourteen rows is yours. So every shift comes back as a checkable row first, showing what was read, and the rows the reader was least sure of come back unchecked. Uncheck the ones that are not yours, fix a time, drop the header row it mistook for a shift. Only what you leave checked is saved. It takes about a minute, and it is the difference between a calendar the other adult trusts and one they quietly stop believing.
The upload mechanics — framing a photo, the size limit, what to do when a page reads badly — are the same as for any paper schedule: turning a photo of a schedule into calendar events and turning a PDF calendar digital.
Printed rosters, portal PDFs and screenshots with real dates and start–end times work well. These are the cases that need a second look.
The roster is handwritten
Typed and printed rosters read best. Clear handwriting usually works; a hurried marker scrawl is where the reader starts guessing. That is exactly why every row comes back for your approval first — check the times on a handwritten sheet more carefully than you would on a printed one.
My pattern rotates (4 on, 2 off; alternating weekends)
Honest answer: we do not infer rotations. The only repeat on offer is weekly — the same shift, same day each week, through a date you pick. For a rotating pattern the reliable move is to upload each roster when it is posted; the review step takes about a minute each time, and the calendar stays true to what was actually posted rather than to a pattern that gets broken the first time someone swaps.
My shift crosses midnight
An end time printed earlier than the start (7:00 PM to 3:00 AM) is read as crossing midnight and the shift ends the next morning. The shift is filed on the day it starts. Double-check the end time on the review list and once on the calendar the first time you upload an overnight roster — if the sheet printed only a start, no end is stored, and you can add one when you open the event.
The roster lists the whole crew, not just me
Expect rows that belong to other people, and uncheck them in the review step. If a dense grid comes back muddled, crop the photo or screenshot to your own row or column before uploading and try again.
It is a weekly grid with no dates — "Mon 7–3, Wed 3–11"
The reader needs dated entries, so a dateless week grid does not import yet. Add one week of shifts by hand on the dates they fall, then use the weekly repeat on each one if the pattern holds.
The schedule changed after I uploaded it
An upload is a snapshot of one posting. We do not get told when a manager edits the roster — change alerts come from the live links team apps publish, and a photo or PDF has no link to watch. Upload the revised roster and you will see what was added or removed, or changed against what is already there, and approve just that.
Yes, this is the path. Upload the photo, approve the shifts in the review list, then subscribe Google Calendar to your Schedule Caddie feed — one subscription carries the shifts and every kids' schedule on the same account. You could also type the shifts straight into Google, but then they live apart from the kids' practices and the school calendar, which is the overlap you were trying to see in the first place.
No. We only ever add what is on the sheet you uploaded. If the same shift genuinely repeats every week, you set that yourself on the event — "Repeats weekly," through a date you pick, up to 26 weeks. Rotating patterns are not inferred; upload each roster as it is posted.
A printed end that falls before the start is read as the next morning, so a 7 PM to 3 AM shift ends at 3 AM the following day and sits on the day it started. Check the end time in the review list the first time; if the roster printed only a start time, open the event afterwards and add the end.
Yes. A share link opens as a read-only web page on any phone — no app, no account, no password. It shows the current calendar every time it is opened, and from that page they can ask for an emailed one-tap link to add it to their own phone calendar if they want it there too. They see only what you chose to share, never your account.
Not for an uploaded roster. Change alerts work on the live calendar links team apps publish; a photo or PDF has nothing we can re-check. When a new version is posted, upload it and we show you the differences against what is already on the calendar before anything changes. Uploading, the review step and sharing are all free.
Every kid, every schedule, every app — merged, color-coded, and watched for changes.
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