Master Event Extraction in Minutes

Whether you're looking at a meeting schedule, event flyer, or project timeline, Calendara's AI-powered extraction can instantly convert any screenshot into organized calendar events. Here's exactly how to do it.

What You'll Learn

By the end of this guide, you'll know how to:

• Upload and process different types of images
• Review and edit extracted events
• Save events to your preferred calendar
• Troubleshoot common extraction issues

Stop wasting hours on manual calendar entry - let AI do the heavy lifting.

Step 1: Upload Your Screenshot

Start by taking or selecting your screenshot. Calendara works with virtually any image format:

Supported Formats

• Screenshots: Meeting schedules, calendar views, agenda slides
• Photos: Printed schedules, whiteboard planning, event posters
• Documents: PDFs, Word docs, presentation slides
• Formats: JPG, PNG, PDF, HEIC, and more

Best Practices for Quality

1. Ensure good lighting if photographing printed materials
2. Keep text readable - avoid blurry or low-resolution images
3. Include context - capture date ranges and time zones when visible
4. Avoid excessive clutter - focus on the schedule area

Step 2: AI Processing & Review

Once uploaded, our AI gets to work immediately:

The Processing Pipeline

// What happens behind the scenes
const extractionPipeline = {
  1: "Image Analysis - OCR extracts all text",
  2: "Context Detection - AI identifies event patterns",
  3: "Data Structuring - Events formatted with dates/times",
  4: "Quality Check - Validation and error correction"
};

Review Your Events

The AI will present extracted events in a clean interface. Here's what to check:

• Event Titles: Ensure names are complete and accurate
• Date & Time: Verify correct dates and time zones
• Duration: Check if start/end times make sense
• Location: Confirm venue details if extracted

Common AI Extractions

✅ "Team Meeting - Jan 15, 2:00 PM" → Structured event with title, date, time

✅ "Project Deadline: Q1 Planning Due March 31" → All-day event with clear date

✅ "Workshop at Conference Center, 10 AM - 4 PM" → Full-day event with location

Step 3: Save to Your Calendar

Once you've reviewed the events:

Choose Your Calendar

• Google Calendar: Seamlessly sync with your existing Google account
• Outlook: Perfect integration with Microsoft 365
• Apple Calendar: Direct sync to iCal on Mac and iOS
• Multiple Calendars: Save different event types to different calendars

Batch Operations

• Select All: Save multiple events at once
• Custom Selection: Choose specific events to save
• Edit Before Saving: Make final adjustments to any event

// Example: Saving events to Google Calendar
const saveEvents = async (events: ExtractedEvent[]) => {
  const savedEvents = await Promise.all(
    events.map(event => googleCalendar.events.insert({
      calendarId: 'primary',
      resource: {
        summary: event.title,
        start: { dateTime: event.startAt },
        end: { dateTime: event.endAt },
        location: event.location
      }
    }))
  );

  return savedEvents;
};

Pro Tips for Better Results

Image Quality Matters

• Use good lighting when photographing documents
• Ensure text is clearly readable
• Avoid tilted or angled shots

Context Helps AI

• Include surrounding text that provides context
• Capture date headers and time zone information
• Show recurring pattern indicators when present

Common Use Cases

Meeting Screenshots: Works great with calendar app screenshots, Zoom meeting lists, and scheduling emails

Event Flyers: Extracts events from conference schedules, workshop listings, and promotional materials

Project Plans: Converts Gantt charts, project timelines, and milestone documents

Academic Schedules: Perfect for syllabus dates, exam schedules, and class timetables

Want to understand the technology? Read about how AI event extraction works.

Troubleshooting Common Issues

Low Accuracy Results

• Solution: Try a higher resolution image
• Alternative: Crop to focus on just the schedule area
• Tip: Ensure adequate lighting and contrast

Missing Events

• Check: Are all events in a standard date/time format?
• Verify: Is the text clearly readable in the image?
• Try: Upload a different crop or angle of the same content

Incorrect Dates

• Review: Time zone context in the original image
• Adjust: Manually edit dates before saving
• Note: AI assumes current year unless otherwise specified

Next Steps

Now that you know how to extract events from screenshots:

1. Practice with different image types to see what works best
2. Set up calendar integrations for seamless saving
3. Explore batch processing for handling multiple schedules
4. Share the tool with your team for collaborative planning

See how one marketing team saves 5+ hours weekly with AI extraction. Read the founder's story about building this tool.