Event PDF Export
Every event detail page has an Export PDF action that generates a printable document for the event. The PDF is built dynamically from sections you choose, so you can produce a tight one-page run-of-show or a full multi-page rundown for a leadership binder.
How to Export
- Open the event detail page.
- Open the ⋯ (more actions) menu at the top right and click Export PDF.
- In the Export to PDF dialog ("Select what to include in your PDF"), check the sections you want included.
- Click Download PDF. The PDF streams to your browser.
The PDF is generated as a Letter-portrait document.
Available Sections
You can pick any combination of these. Sections that don't apply to the event (e.g., a Lesson Plan on a Worship Service) are skipped automatically.
| Section | What it includes | When to use it |
|---|---|---|
| Event Information | Date, time, location, and description, plus type, room, registration count, and hosting group. | Always. This is the cover sheet. |
| Serving Roster | Every serving position with assigned volunteer names, position, team, and confirmation status. | Hand to the serving team lead so they can check people in at the door. |
| Service Plan | Service order items, songs, readings, transition notes, durations. | Worship service binder. Hand to the worship leader, sound tech, and lighting tech. |
| Lesson Plan | Lesson title, scripture references, learning objectives, activity outline, materials. | Class/Study events. Hand to the teacher. |
| Meeting Agenda | Meeting agenda items in order, with time allotments, owner, status, and notes. | Meeting events. Hand to the chair and secretary. |
| Prep Tasks | Every prep task with assignee, due date, and status. | Pre-event prep meeting. Review what's done and what's still open. |
| Check-In Information | Attendance and check-in stats for the event's sessions. | Children's ministry / volunteer briefing. |
When the dialog opens, Event Information is ticked, along with the sections for the features this event uses (Service Plan, Serving Roster, Lesson Plan, Meeting Agenda). Prep Tasks and Check-In Information start unticked. The dialog shows how many sections are selected.
Sample Use Cases
Sunday Service Binder
Worship service events often need everything on paper at the production table:
- Event Information (cover)
- Service Plan (run of show)
- Serving Roster (who's where)
- Prep Tasks (pre-service checklist)
Sunday School Class Folder
For a teacher walking into a kids' class:
- Event Information
- Lesson Plan
- Serving Roster (assistants and helpers)
- Check-In Information (attendance and check-in stats)
Board Meeting Packet
For attendees of a leadership meeting:
- Event Information
- Meeting Agenda
Quick Volunteer Run Sheet
A one-pager for the volunteer team only:
- Serving Roster
What the PDF Includes by Default
Every PDF carries:
- The church's name and (if uploaded) logo.
- The event title, type, date, and time.
- The page number on multi-page exports.
Permissions
The PDF export requires read access to the event and to any related information you want to include (for example, to include the lesson section, you must have permission to view lessons). If you don't have permission for a requested section, that section is left out quietly rather than blocking the whole export.
Filename Convention
The downloaded file is named {Event_Title}_{YYYY-MM-DD}.pdf, with spaces replaced by underscores. For example: Sunday_Worship_Service_2026-05-10.pdf.
Tips
- Generate the PDF a few hours before the event so volunteer assignments and prep-task statuses reflect the latest state.
- For recurring events, the PDF reflects the specific occurrence, not the series. Generate a new PDF for each week.
- If the export looks blank or missing data, double-check that the corresponding capability is turned on for the event (use Add capability on the event page).