How to Use Your SpacetoCo Data to Create a Shareable Weekly “What’s On” Summary

If you run a community centre, you probably spend a lot of time answering the same question. What’s on this week?

Your rooms might be buzzing with activity, your regular groups are in full swing, and yet creating a tidy weekly summary for your newsletter or social feed can feel like it takes longer than it should. Especially when booking names are messy or you need to double check times across multiple spaces.

The good news is that SpacetoCo already holds the full picture. And with one simple shortcut, you can turn that data into a clean, ready to share weekly summary in just a couple of minutes.

Whether you already use SpacetoCo or you’re exploring what the platform can do, this tiny workflow is a surprisingly powerful timesaver.

Watch the 2 minute video here, and read on to find out more and get the prompt text…

Why a Weekly “What’s On” Summary Matters

Consistent communication helps your community feel connected. A simple weekly snapshot means:

• Regular groups get more visibility
• New visitors understand what your centre offers
• Your programme looks active and welcoming
• You spend less time replying to individual questions

Most importantly, it keeps your centre front of mind for the people who rely on it.

The Shortcut: SpacetoCo Reports and AI

Here’s the high level version of how the shortcut works.

1. Create a report in SpacetoCo that shows the next seven days of approved bookings
2. Export the report as a CSV
3. Drop the CSV into ChatGPT with a short prompt
4. Receive a neatly written weekly summary you can use anywhere
   
   

That’s it. No formatting headaches. No rewriting booking names. No juggling calendars.

You can also tell AI to tidy things up, remove anything private, fix capital letters, add emojis, use your tone of voice, or highlight specific groups. It adapts however you need it to.

Get The Prompt 

Here’s the prompt text that we used that you can adapt:

'You are writing a newsletter summary of what's on at The Collective Community Centre. You need to write an engaging summary of what's going on in the rooms at the centre over the next 7 days. Please use the data in the attached CSV to create a day by day summary with names of the events and times. The audience is the centre community who want to see at a glance what's on. Please keep it short and sweet. Please correct any booking names to be sentence case. '

Here’s the example we created: 

Why This Works So Well

SpacetoCo already organises your booking data in a structured, predictable way. When you pair that with AI, you instantly get:

• A clean weekly list of events
• Consistent updates for newsletters and social media
• More visibility for classes and community groups
• Less manual admin for your team
• A more polished and professional centre presence

Once you try it a couple of times, it becomes a weekly habit that takes almost no time. You can even schedule the report to come straight to your inbox.

FAQ

Do I need to be a tech expert?
Not at all. If you can download a CSV and paste it into a message, you’re set.

Does this work for both regular and casual bookings?
Yes. You simply choose which bookings to include in your report.

Can I customise the tone of the summary?
Yes. AI can match your centre’s style, add personality, or keep it simple.

How long does it take?
Usually less than two minutes once you have your prompt saved.

Can I use free tiers of AI tools to do this?

Yes, so long as you haven’t used your free credits, this process doesn’t require the higher tier of AI tools.

Can I use any AI tool?

It will work on most of the popular LLM models e.g. ChatGPT, Gemini, CoPilot etc. 

Key Takeaways

• SpacetoCo reports give you structured data for your upcoming week
  
  
• AI turns that data into a polished weekly summary instantly
  
  
• You save time, communicate more clearly, and keep your community informed
  
  
• The summary can be shared in newsletters, social media, posters or internal updates
  
  
• This simple workflow makes weekly communication fast and stress free
  
  

Ready to Try It?

Watch the guide, grab your weekly report, and try the shortcut for yourself.

Not using SpacetoCo yet? Book a call with our expert team to see how our reporting can get you days back a month and help you communicate and track your impact.