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- How to print or export the schedule
- Different formats to print or export
- Print by area
- Print by team member
- Export
How to print or export the schedule
Deputy works on a What You See Is What You Get (WYSIWYG) basis, so the shifts you can see on your Schedule tab are the shifts you will be printing or exporting.
Of course, to print or export your schedule, you will first need to navigate to a schedule where shifts have already been added - otherwise, you will just be printing an empty schedule.
Read more about how to display only the shifts you want to see in your schedule using schedule filtering.
1. On the Schedule tab you can use these selectors to filter your view of the schedule:
- Location selector - you can use this to display All locations in your organisation, specific Locations or even specific Areas
- Date selector - use this to set the date period of shifts you wish to display
- View selector - select from Day, Week, 2 weeks or Month View by Area or Team Member.
2. Once you have displayed your selected schedule and are ready to print, click on Options and select either Print Schedule or Export Schedule. Examples of each printing or exporting option are shown in the sections below.
Different formats to print or export
With your schedule, you can:
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Print via
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PDF - for an easy-to-view, printable version.
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Excel (XLSX - Excel Open XML spreadsheet file format) - for a file you can customise yourself before printing, has the option to include leave
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Export via
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CSV - for a plain text format compatible with most spreadsheet and database programs, useful for importing into other systems
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JSON - for a structured data format ideal for applications, APIs, or custom reporting tools
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| Print schedule options | Export Schedule options |
Print by area
To print by area, you first must ensure your view is correct by using the View Selector. Set your time period to View By Area (Day/Week/2 Weeks/Month)
Print by area to paper or PDF
- Select Options, then Print Schedule
- Once your view is set, select Format as PDF before hitting Print
| Select PDF | |
Example: Day view of the schedule sorted by Area and exported as a PDF
Example: Week view of the schedule sorted by Area and exported as a PDF
Example: Two week view of the Schedule sorted by Area and exported as a PDF, that will print out schedules week by week with the second week underneath the first.
Print by area to Excel
- Select Options, then Print Schedule
- Set your Format to Excel, select if you'd like to Include Leave or not, before hitting Print
Select Excel Optional Leave and Print
Example: Day view of the schedule sorted by Area and exported for Excel
Example: Week view of the schedule sorted by Area and exported for Excel
Example: Two Week view of the schedule sorted by Area and exported for Excel
Print by team member
To print by area, you first must ensure your view is correct by using the View Selector. Set your time period to View By Team member (Day/Week/2 Weeks/4 Weeks/Month)
Print by team member to paper or PDF
- Select Options, then Print Schedule
- Set your Format to PDF before hitting Print
Select PDF Print
Example: Day view of the schedule sorted by team member and exported as a PDF.
Example: Week view of the schedule sorted by team member and exported as a PDF.
Example: Two week view of the schedule sorted by team member and exported as a PDF, that will print out week by week with the second week underneath the first week.
Print by team member for Excel
- Select Options, then Print Schedule
- Set your Format to Excel, select if you'd like to Include Leave or not, before hitting Print
Select Excel Optional Leave and Print
Example: Day view of the schedule sorted by team member and exported for Excel.
Example: Week view of the schedule sorted by team member and exported for Excel.
Example: Two week view of the schedule sorted by team member and exported for Excel.
Export
To Export, you first must ensure your view is correct by using the View Selector.
You can set your time period to either:
- View By Area (Day/Week/2 Weeks/Month)
- View By Team member (Day/Week/2 Weeks/4 Weeks/Month)
| View by Area | View by Team member |
Download as a CSV
- Select Options, then Export Schedule
- Set your Format to CSV before hitting Export
Select CSV Export
The scheduled shifts for the time period you selected in the schedule view will be exported in a list format that can be viewed and formatted in a spreadsheet program such as Excel.
Example: A day view of the schedule exported as a CSV file and opened in Excel.
If you select a week /two week/month view in the schedule before exporting to CSV then the shifts from the respective time period will similarly be exported in a list format.
Download as a JSON
- Select Options, then Export Schedule
- Set your Format to JSON before hitting Export
Select JSON Export
The scheduled shifts for the time period you selected in the scheduled view will be exported in JSON (JavaScript Object Notation)structured data format, commonly used for integrations, automation, or building custom tools. While not designed for direct viewing, it can be opened in text editors or used by developers and systems that need to work with your schedule data.
Do you have a suggestion for a different schedule print or export format? Send us feedback.
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