Export the board

Export the board as a PDF when the yard wants tomorrow's start on paper, or a supervisor wants the fortnight pinned up in the site shed. The PDF prints the board you're looking at:

• On the Grid layout, a range sheet: one order after another, with a table of shifts for each day.
• On the Card layout, a day sheet: that day's orders as cards, three to a row.

Export works on the Orders view only. It isn't on the Workers or Assets views.

Export the board

1. Set the board up the way you want it printed: the layout, dates, filters, grouping, sort and Fields. See What the PDF follows.
2. Select Export in the toolbar. Its tooltip reads Export this view as a PDF. On a narrow screen it shows only its icon. Export lists the schedule day by day, so it isn't offered at the Quarter and Year zooms; switch to Day, Week or Month first.
3. Select Export PDF. On the Card layout, point to Export PDF and choose:
   • Expanded: everything on the collapsed card, plus each line with who is on it: names, the machine a worker is paired with, crews, and anyone whose own times differ from the line's. Hire rows give their dates and times, such as De-mobilising 30 Sept, 17:00 → 8 Oct, 21:00.
   • Collapsed: each card as the board shows it when it isn't opened up: the order number and status, the title, a people count and an equipment count, the roles and times, the location, dates, client and project, the other fields you've switched on, the deployed crews, who else is on the job and which machines, then one line for each hire. Lines aren't listed person by person.
4. The Exporting dialog stays open while the PDF is built. When it reads Your schedule is ready, select Download PDF.

The file is named after what it prints. A range sheet is named after its dates, such as schedule-2026-10-05-to-2026-10-18.pdf, and a day sheet after its day, such as day-sheet-2026-10-05.pdf, or day-sheet-2026-10-05-collapsed.pdf when you chose Collapsed. It prints on A4 portrait pages.

Leave it running

You don't have to wait. Select Close and the export carries on, with the message The export keeps going. The link will be in your notifications when it's ready. It's listed as Export Schedule under Background tasks in the notifications panel, and when it's done a notification there reads Your schedule for … is ready to download. For a day sheet it reads Your day sheet for … is ready to download., with (collapsed) after the day when you chose Collapsed. Select it to download the PDF.

If the dialog is still open after about five minutes, it changes to Still working on it and leaves the rest to the notification. The export hasn't failed.

Once the dialog is closed, the notification is the only way back to the file, and it clears itself after about a day. Download the PDF before then, or export again. The link works only for you, so send a teammate the PDF itself.

What the PDF follows

The PDF covers the whole date range, not just the rows loaded on screen.

• Layout: the Card layout prints the day sheet and the Grid layout the range sheet. The Card layout shows a single day; over a longer window the board shows the grid, and prints the range sheet.
• Dates: exactly the days on screen.
• Search and filters: every order in those dates that they keep.
• Grouping and sort: the board's order, with a heading and count for each group. Collapsed groups and orders print open.
• Fields: switch off the client, project, location, dates, Shift times or Fill counts and the PDF leaves them out too. With Deployed crews off, the crews are left out and crew members print one by one instead of under their crew's name.
• Detail fields: the day sheet also follows the switches for status, the source bid, the order, client and project tags, Description and client contacts. The range sheet doesn't print tags or client contacts, and always prints the description as Comments. Hires decides whether hire rows print, in both Expanded and Collapsed. Crew & equipment doesn't change the PDF; choose Collapsed or Expanded instead.
• Custom fields: the ones switched on under Fields print, on both sheets.
• Terminology: your organization's own names for orders, clients, projects and hires.

What both sheets show

The first page is headed Schedule: and the dates, with the number of orders and any filters in force. Your organization's name and the time it was printed sit on the right. The time is on your organization's clock and names the place, for example "30 Sep 2026, 06:12 (Sydney)", wherever the person who exported it is. Every page has your organization's logo, or its name when there's no logo, and a page number.

When no order matches the board, the PDF says No orders match this view.

The range sheet

Each order in turn, in three parts. An order's details, its hires and its first day's shifts always start on the same page.

Details. The client, order number, project, dates, order name, owner, location, Comments (the order's description), and the custom fields switched on under Fields. The owner is the project's owner, or the client's owner when the project has none.

Hires. A row for each machine on a hire line:

• DRY HIRE or ON SITE, then the line and the machine. A line that runs in these dates with no machine on it gets its own row: the asset it asked for and not yet allocated, still tagged DRY HIRE or ON SITE.
• When it goes on and comes off hire.
• Any mobilisation, de-mobilisation or stand-down in the dates, marked MOB, DE-MOB or STOOD DOWN, with its times, reason and note.
• Finished … · awaiting collection for a machine whose hire ended before these dates but hasn't been collected.

See Put plant on hire for how hires work.

Shifts. A table for each day, with a row for each line on the order:

• The role or asset and how many are filled, such as 2/3. People added without a role are under No role.
• The shift time.
• Who is assigned. A worker paired with a machine reads as the worker's name, an arrow and the machine. A half still waiting for its partner prints Operator TBC or Asset TBC in the partner's place. A deployed crew's members sit under the crew's name. Anyone whose own times differ from the line's has them printed beside their name.
• A blank column for notes on site.

Each day's deployed crews are listed under its heading, with how many of each crew's members are on the order.

Days with no shifts are left out. An order with no shifts in the range reads No shifts in this range.

The day sheet

The title is Schedule: and the day, written out with its weekday. Then a card for each order, in the board's order, three to a row. A long card can carry on at the top of the next page, but its top and each line always stay whole, and a group heading always sits on the same page as the first cards under it.

The top of each card shows the field chosen under Card title, or Untitled order when it's empty. Under it, as your field switches allow:

• The order number and status. The card's edge takes the status colour.
• No start date or No demand, when the order has either.
• The day's shift window, when every line shares one.
• How many are filled, such as 5/6 filled, and +2 not on demand when people are placed beyond the demand.
• The client, project, location and dates.
• Each crew deployed on the order that day, with how many of its members are on it.
• The source bid, custom fields, tags, the description and client contacts.
• The owner: the project's owner, or the client's owner when the project has none.

Lines. Each of the order's lines that day, with its time and fill count. People added without a role are under No role. An Expanded export lists each person under their line, with the machine they're paired with and their own times when they differ. A deployed crew prints its name and headcount, with its members under it.

Hires. A row for each machine on a hire line that day, in both Expanded and Collapsed. A line with no machine that day reads as the board card does: the asset it asked for and not yet allocated, still tagged DRY HIRE or ON SITE. On an Expanded export, each row reads DRY HIRE or ON SITE, the line, the machine, and what the machine is doing:

• Mobilising …, De-mobilising … or Stood down …, with the times and reason, then when it comes off hire. A window inside the day prints its times, such as 17:00 – 21:00; one that runs across days prints both dates, such as 23 Sept, 02:30 → 30 Sept, 06:30.
• Until …: on hire until its off-hire date.
• Off-hire …: its off-hire date has already passed.
• On hire since … · open-ended or On site since … · open-ended, when it has no off-hire date.
• Finished … · awaiting collection: its hire has ended but nobody has collected it.

On a Collapsed export, each hire prints on one line, word for word as the board card shows it: the machine, DRY HIRE or ON SITE, and what it's doing that day, such as awaiting collection or on hire since 13 Sept · open-ended. A machine that's stood down or awaiting collection prints in amber.

See Put plant on hire for how hires work.

When the export doesn't finish

The dialog reads The export didn't finish, with the reason underneath. If the export was refused before it began, for example because you already have two running, it reads The export couldn't start instead. If the export fails after it started building, a notification under Background tasks also says Your schedule for … didn't export. Open the scheduler to try again., or Your day sheet for … didn't export. for a day sheet.

Try again repeats exactly the same export. When the problem is size, select Close, narrow the board and export again.

Who can export

Anyone who can open the scheduler can export it. See Set up scheduling.

The PDF never shows more than your board does. A client or project you can't see prints as Restricted, without its tags and contacts.

If your account limits access by location, only orders in your locations print. A machine outside your access that is booked or on hire on one of your orders prints without its name or picture.