Church Admin Plugin

Service Schedule PDF

⭐ Premium

The Schedule PDF generates a printable horizontal rota for a selected service and month, showing all the service dates across the top and the selected schedule jobs down the side. Useful for printing and displaying in a vestry, office, or staffroom so volunteers can see the rota at a glance without needing to log in.

Go to Church Admin → Schedule → PDF schedule.

Generating the PDF

Select month

Choose the month to generate the rota for from the dropdown. The current month is shown first, with the following twelve months available — so you can generate a PDF for up to a year ahead.

Select service

Choose which service to produce the rota for. Regular services are shown with their name, day, and time — for example Sunday Morning on Sunday at 10:30 — so you can tell them apart if you have multiple services. Ad hoc services are shown by name only.

Which schedule jobs to include

A checkbox list shows all your schedule jobs in their configured display order. Tick the jobs you want to appear as rows in the PDF. Untick any jobs you don’t need — for example if you want a simplified version showing only preacher and worship leader rather than every role. At least one job must be selected.

Downloading the PDF

Click Create PDF. The PDF is generated immediately and your browser downloads it. Open it in any PDF viewer and print from there.

What the PDF looks like

The PDF is laid out as a horizontal grid in landscape orientation:

  • Columns — one column per service date in the month, with the date shown at the top of each column
  • Rows — one row per selected schedule job, with the job name shown on the left
  • Cells — each cell shows the name or text entered in the rota for that job on that date. Empty cells mean the slot hasn’t been filled in yet.

The layout is designed to fit as many dates as possible across a single landscape page. For services that run every week, a full month typically fits on one A4 or Letter page depending on the number of jobs selected.

Tips

  • Complete the rota first — the PDF reflects whatever is currently in the rota. Empty slots appear as blank cells, so generate the PDF once the rota is fully filled in for the month.
  • Select only the jobs you need — a PDF with fewer rows is easier to read at a glance. Generate separate PDFs for different audiences if needed — for example a simplified version for the noticeboard and a full version for the team leader.
  • Paper size — the PDF uses the paper size configured in your Church Admin settings — A4 for most of the world or Letter for the US. This is set at Church Admin → Settings.

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