Print Sheets

Who Can Use It

Print Sheets is available to admin users and to employees who have the Print Sheets permission. It will not appear in the sidebar menu for employee accounts unless an admin grants that permission in Users -> Permissions.

How to Access It

1. Log in as an admin or an employee with Print Sheets permissions.
2. In the left sidebar, click Print Sheets.
3. A dialog will open where you configure the date range.

Generating a Print Sheet

Step 1 — Select a Date or Date Range

When the dialog opens, choose one of two modes:

• Single Day — Select one date. The PDF will cover only that day's events.
• Date Range — Select a start date and an end date. The PDF will include every day in that range (inclusive). The end date must be on or after the start date.

Step 2 — Resolve Missing Addresses (if prompted)

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:

• Street Address (required for route planning)
• City, State, ZIP (optional but recommended)

These addresses are saved permanently to the event record — you won't need to re-enter them next time.

Step 3 — Generate the PDF

Click Generate PDF. The file opens in a new browser tab when popups are allowed, or in the current tab if the popup is blocked.

The filename format is:

• Single day: load-sheets-YYYY-MM-DD.pdf
• Date range: load-sheets-YYYY-MM-DD_to_YYYY-MM-DD.pdf

What's in the PDF

Cover Page

• Your business name and logo (if configured in Settings)
• Title: "Print Sheets"
• Timestamp of when the PDF was generated

Per-Day Sections

Each day in the range gets its own section with a bold date header (e.g., Monday, January 15, 2024).

Per-Event Blocks

Each event shows:

Items are listed in the format - {qty}x {Category} - {Item Name}. If an event has no items recorded, it shows "No items recorded."

Route Legs (when route optimization is active)

If route optimization is enabled (see below), each event block is preceded by a travel segment showing:

• The segment path (e.g., Drive • Your Shop → Event Name)
• Origin and destination addresses
• Estimated travel time (e.g., Travel: 2 hr 30 min)

Events are ordered by the optimized route rather than chronologically.

Footer

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.

Route Optimization

When both a business address and a geocoding provider are configured, Apex Rental Pro can calculate an optimized driving order for your events and include traffic-adjusted travel time estimates between stops. The business address is the starting point, and each event must have a street address to participate; if an event is missing one, the dialog prompts you to fill it in before printing.

Requirements for Route Optimization

Two things must be in place for travel times and optimized stop order:

1. Business Address — Set in Settings. This is used as the starting point for the route.
2. All events have a street address — Any event missing an address will appear at the end of the route with a warning.

When Route Optimization Is Not Active

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.

Partial Failures

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.

Gotchas

• Addresses you enter in the dialog are saved. Next time you generate a sheet for events with those same addresses, you won't be prompted again.
• Package items are expanded. If you use package-based pricing, the individual components are listed separately in the items section so your crew sees each individual piece of equipment.
• Duplicate items are merged. If the same item appears multiple times on an event, quantities are combined into a single line.
• Route order is a loading guide, not a scheduling commitment. Use it to organize the truck — not to override agreed delivery windows with customers.
• Geocoding results are cached for 12 hours, so repeated PDF generation for the same addresses is fast.