Export the calendar as a PDF

For review rounds, printouts and partners who don’t work in iveo, you often need the calendar as a file. iveo turns it into a PDF that always shows the current state. Producers start the export.

Opening the export

In the calendar, open the ⋯ menu in the toolbar and choose “Export PDF”. The “Export calendar as PDF” dialogue opens.

What you set

• Entries to include: which kinds of entries appear in the PDF, for example “Submissions” as well.
• Stage: With two or more stages you choose “All stages” or a single one. With a single stage, every entry without a stage is left out.
• Colour by: “Type”, “Ressort” or “Review status”. With review status you set a status for each submission; it applies straight away, to the calendar on screen as well.
• Highlight individual submissions: highlighted submissions also get a corner mark.
• Details: three checkboxes for the extra lines in the list: “Speakers”, “On-site contacts for VIP items” and “Submitted by”. All three are selected to start with. iveo remembers your choice for the next export.

“Create new” builds the PDF. While it is being created, the button says “Creating…”. Then you download it with “Download”. Above the button you see when the PDF was last created.

The preview

From a window width of about 1040 pixels, the dialogue shows a preview of the most recent PDF on the right. When you create a new one, “Creating the PDF…” appears there, and the preview then loads the new PDF by itself. On narrow screens there is no preview; you can still download.

What’s in the PDF

• Week pages: one page per week with the calendar, stages as columns. The time zone is on every page. VIP programme items carry a “VIP” badge.
• VIP programme items: a page of its own between the calendar and the list. Without VIP programme items it is left out.
• Submissions and programme at a glance: a list in portrait format. Each programme item shows its number in grey in the title line, its duration in minutes and its full description, with paragraphs and emphasis. Depending on the details you chose, the speakers follow, for VIP items the on-site contact with name, job title and mobile number, and for submissions the submitter with name, organisation and email.

The PDF contains contact details. Only pass it on to people who need them for planning.

If something is missing

If a programme item is missing from the PDF, first check whether it has a stage and whether the export was limited to a single stage. Entries without a time appear in the list under “no time set”.