Subscription Tier: Pro only
Print Sheets is a feature that generates a PDF load sheet for your events — giving your crew a clear, organized list of what equipment needs to go on the truck for each job, along with optional traffic-adjusted route guidance.
Print Sheets is available to admin users only. It will not appear in the sidebar menu for employee accounts unless an admin grants that employee the ability in Users -> Permissions.
When the dialog opens, choose one of two modes:
Before the PDF is generated, the system checks whether any events in the selected range are missing a street address. If any are, you'll see a prompt with a card for each incomplete event.
For each card you can fill in:
These addresses are saved permanently to the event record — you won't need to re-enter them next time.
Click Generate PDF. The file will open in a new browser tab (or download, depending on your browser settings).
The filename format is:
load-sheets-YYYY-MM-DD.pdfload-sheets-YYYY-MM-DD_to_YYYY-MM-DD.pdfEach day in the range gets its own section with a bold date header (e.g., Monday, January 15, 2024).
Each event shows:
| Field | Details |
|---|---|
| Event Title | Full name of the event |
| Address | Street, city, state, ZIP |
| Time Window | Start and end time (if recorded on the event) |
| Items to Load | Quantity and name of every inventory item assigned to the event |
Items are listed in the format - {qty}x {Category} - {Item Name}. If an event has no items recorded, it shows "No items recorded."
If route optimization is enabled (see below), each event block is preceded by a travel segment showing:
Events are ordered by the optimized route rather than chronologically.
Every page includes:
Travel times are traffic-adjusted estimates generated at print time. Route order is a loading aid and does not enforce setup scheduling windows.
When both requirements listed below are fulfilled, Apex Rental Pro will automatically calculate the most efficient driving order for your events each day and include traffic-adjusted travel time estimates between stops.
All three of the following must be in place:
If any of the above requirements aren't met, the PDF is still generated — events are simply ordered by start date, then start time, then event title. No route legs are shown.
If the route calculation fails for some events (e.g., an address can't be geocoded), the system does its best with the remaining events and flags the problematic ones with a warning note on the PDF.
| Symptom | Likely Cause | Fix |
|---|---|---|
| "Print Sheets" not visible in sidebar | Logged in as an employee | Log in as an admin |
| No route order or travel times in PDF | Business address or Geoapify key not configured, or events missing addresses | Check Settings and complete missing event addresses in the dialog |
| Warning on PDF: "Missing street address (route time unavailable)" | Event has no street address | Add the address via the dialog or on the event itself |
| PDF covers fewer events than expected | Events outside the selected date range, or events have no start date | Verify event dates; all events must have a start date to appear |