Export, PDF & Settings

Exporting a report as PDF

  1. Open a report.
  2. Click the Export PDF button (or Print Preview to view first).
  3. The PDF is generated server-side and downloaded to your device.

When a report has a single performance, the PDF shows the show name, date, performance and times in one block at the top, instead of labelling every section with "Show #1".

Images attached to a section appear under that section's notes in the PDF, two per row, with their notes as captions.

For tracks with the handover log switched on, the track list shows each handover (time, who took over and any note) in the Assigned column instead of assignments, grouped by show when the report has more than one performance.

Report PDF layout

Show managers can change how the show's reports look, and what goes in their PDF, under Manage → Report PDF Layout. The page lists every section of the PDF, with a live preview beside it.

The Display settings at the top apply to reports on ShowTrak as well as their PDFs:

  • Report Date Format: how the date is written at the top of each report, its PDF and its email, for example 8th Oct 2026, Thursday 8th October 2026, 08/10/2026 or 2026-10-08. Reports that have been renamed keep their name, with the date added after it.

  • Item Timestamps: show the time each item was added next to it. It's off by default. Items added on a different day from the report's date show the date too.

  • Timestamp Format: 24-hour (19:42) or 12-hour (7:42 pm).

  • Amended Badges in PDF: on by default. Turn it off to leave the yellow Amended badges out of the PDF and the page behind emailed links. The report editor always shows them.

  • Reorder sections by dragging them, or with the arrows.

  • Rename a section by typing a new heading. Leave it blank for the standard heading (or for none, on sections that have no heading by default).

  • Hide a section with the eye button. For example, hide Attendance Summary to leave sales, attendance and capacity out of the PDF when reports go to people who shouldn't see sales figures. You can still record them in the report editor.

  • Show Tracks has a switch, Include tracks nobody is assigned to. Turn it off to list only tracks someone is on (or, for handover tracks, has taken over).

  • Footer has a switch for each part: who exported the PDF, the date and time it was exported, and "Created using ShowTrak." Turn all three off to leave the footer out.

  • Expand a section to change its columns, rows or details: rename, reorder or hide each one. For example, hide Max Capacity and Capacity %, or rename Total Attendance. The Departmental Notes section lists your departments, so you can leave some out of the PDF or change their order. Key notes and the list of departments without notes follow the same choice.

  • Custom values can go in Show Details, Attendance Summary (performance values become extra columns; number values are added up in the Total row), Show Timings (they become extra rows), or a section of their own. Expand the section and click Add Custom Value, which lists every custom value and the section it's in now; picking one moves it here. For a section of their own, click Add Section, name it, and add values to it the same way. You can also move a value from where it is with its move button, or drag it.

The preview can show an example report, built from this show's departments, timings, attendance types and custom values, or any of the show's reports. Open as PDF renders the preview as a real PDF.

Click Save to apply the layout to every PDF of the show's reports, including the ones linked from report emails. Reset to Default goes back to the standard layout. New departments, timings, attendance types and custom values appear in the PDF automatically, in their usual place.

Two preferences still apply on top of the layout, because they decide what's recorded at all: when Has Maximum Capacity or Show Start & End Times is off, those parts stay out of the PDF, and the layout page says so.

Show report emails

The button in a show report email opens the report as a web page, laid out like the PDF on a big screen and resized to read comfortably on a phone. Print at the top right prints the PDF (on a phone or tablet it opens the PDF, to print or share from there). All Reports lists the show's other completed reports, so recipients can open earlier ones from the same email. People who have left the show's report list can still open the reports they were sent, but not newer ones.

Amended items

Items added, or whose text is edited, after a report was first marked complete show a yellow Amended badge, on the report, in its PDF and on the page behind emailed links. They keep it if the report is reopened and completed again. Moving an item or marking it critical doesn't count as amending it, and cancelling a completion before the emails go out doesn't count as completing it.

The print logo appears on PDF exports in place of the standard show logo.

  1. Go to Settings → Print Logo.
  2. Upload an image. This is used only in PDF output.

Exporting data as CSV

Several areas support CSV export:

  • Reports — export the report list
  • Custom Values — export all custom value history
  • Attendance — export attendance/sales data

Show Settings

Allow multiple reports per day

  1. Go to Settings.
  2. Toggle Allow Multiple Reports Per Day on or off.
  3. When enabled, you can create more than one report for the same date.

Show start & end times

Turn Show Start & End Times off if you don't record them. They're then hidden from the report editor and from PDF exports. They're on by default.

Confirm "Now" timings

Turn Confirm "Now" Timings on to have each Now button in the report editor ask before it stamps the current time, so a stray tap doesn't overwrite a timing. It's off by default.

Maximum capacity

Turn Has Maximum Capacity off if the show has no fixed number of seats. The maximum capacity and capacity percentages are then hidden everywhere: the report editor, the attendance dashboard, the attendance CSV export and report PDFs. Sales and attendance are still recorded and shown. It's on by default; set the number of seats in Maximum Capacity.

Other settings

Each setting on the Preferences page has a description of what it controls and a sensible default.

Real-Time Collaboration

Portal uses live connections so multiple people can work on reports at the same time.

  • Editing presence: When someone is editing a report, other team members see their name and avatar appear in real time. Presence indicators clear automatically after 2 minutes of inactivity.
  • Live content updates: Changes to report items, announcements, and other content are pushed to all connected users instantly — no need to refresh.

Tips

  • Use departments and sections to organise report items by team — it makes PDF exports much cleaner.
  • Set up a performance schedule early so performances are created automatically when you add reports.
  • Critical items are highlighted in red in the report and PDF — use them for anything that needs immediate attention.
  • Track assignments give you a clear record of who was on which position for every show.
  • Use announcements with read receipts instead of email for company-wide updates — you'll know exactly who's seen it.