--- title: "Printing, exporting and sharing the day" url: https://tourcockpit.com/help/board-sharing lang: en description: "The day leaves the screen three ways, all from Export at the top of the board: a PDF, an editable spreadsheet, and a picture made for WhatsApp. Choose one, then Download it, Email it or send it on WhatsApp. Each one carries the same manifest the board shows, so what goes out is always what the office sees." --- # Printing, exporting and sharing the day The day leaves the screen three ways, all from Export at the top of the board: a PDF, an editable spreadsheet, and a picture made for WhatsApp. Choose one, then Download it, Email it or send it on WhatsApp. Each one carries the same manifest the board shows, so what goes out is always what the office sees. ## How do I print the day? Print the PDF: it is the whole day on one long page, in colour, with nothing on it that only makes sense on screen. Open the downloaded file and print it from there. ## How do I make the PDF the guide holds? Export, then PDF, downloads the day as a PDF of one long page that is the very picture the Image is, in colour: the company and the date on top, the totals line with the tours, passengers, vans and drivers, then each departure with its GUIA, CHOFER and FURGO, its length and its manifest, notes included, and Cash per driver at the foot. The page is as tall as the day, so you scroll it on a tablet or a phone without page breaks. This is the sheet a guide can hold on the van. At the foot, Child seats on this manifest lists each seat code used that day with its full description in your language, so S1+E1 on a row never needs to be remembered, only read. ## How do I get the day into a spreadsheet? Export, then Spreadsheet, offers This day or Next 7 days and downloads a real spreadsheet: one sheet per day, the same columns as the board, the totals line under the title, each departure under its coloured header with the crew line, the TOT row, a red line when a van is over its seats, the notes, Cash per driver as figures you can add up, and the child-seat legend. It is deliberately editable, the office's own copy to sort, annotate or hand to an accountant. ## How do I email the day to the guides? In Export, choose the file, then Email. The sheet lists the company's own people in two groups, Office and Guides and drivers, with you already ticked. Tick this day's guides and drivers ticks everyone on a tour that day in one tap; tick anyone else by hand, using Search people when the list is long, and press the button, which says how many it goes to: Send to 3 people. Up to ten go at a time; people who already have the file do not count, so the next ten can follow. The file is made once and goes to each person as an attachment, with a line for each one saying whether it was sent. If somebody did not get it, press again: the button reads Try again for 2 people and goes only to them, so nobody is sent the same file twice. After a send where everybody got it, ticking one more name makes the button read Send to 1 more. Once everyone ticked has the file it reads Done, and pressing it closes the sheet. Change the file, the days, or Email to WhatsApp, and it starts again for everyone, because that is a different file. There is no box to type an address. The day carries guests' names, rooms and phone numbers, so it only ever goes to the company's office and its guides and drivers, never to anyone outside. A guide with no email on file cannot be ticked and shows no email on file: add one, which opens the Drivers tab on Reference Data; once their email is saved, open Export again and they can be ticked. The sheet stays open while the file is made, for a download as well, so a slow day never looks like nothing happened. Every file you export, a download as well as an email or a WhatsApp message, is kept exactly as it went out for twelve months. Open the file on the Activity Log, or in that day's History, gives it back as it was: a PDF or a picture in a new tab, a spreadsheet as a download. Everyone in the office sees that the export happened; the file itself opens for the person who made it and for the company's Owners. The next time you open Export, it is as you left it: the same file, the same days and the same way, with the people you sent to ticked again and listed first, so you see who it goes to before you send. If you used Tick this day's guides and drivers, it ticks that day's guides and drivers, not the last ones, because the crew changes every day. Each person has their own, so a colleague's choice never changes yours, and anyone no longer on the list, or with nothing on file for the way you chose, is simply not ticked. ## How do I send the board on WhatsApp? In Export, choose the file, then WhatsApp. The same list as for email opens, with the people who have a WhatsApp number on file: Tick this day's guides and drivers, add anyone else, and press Send to 3 people. Each person gets a message from TourCockpit with the file: the Image shows as a picture in the chat, the PDF and the spreadsheet arrive as a document to open. The message is in the person's own language where WhatsApp has approved it, and in English otherwise. A guide with no number on file shows no WhatsApp number: add one, which opens the Drivers tab on Reference Data. While WhatsApp is still reviewing the message for a kind of file, the sheet says so and offers email instead. Image with Download still gives you the picture to drop into a group yourself. A spreadsheet sent this way is always the one day: choosing WhatsApp takes Next 7 days off the sheet, because the message WhatsApp approved names a single day and a week of worksheets under it would say something untrue. The week is still yours with Download and Email. Because it is an image of the live board, it is always current at the moment you press Download, and a change a minute later simply means downloading it again. ## Can I get tomorrow's board every evening? Yes. In My profile, under Tomorrow's board in the Notifications card, choose WhatsApp and press Save. From then on, every evening at ten o'clock on your company's clock, tomorrow's board arrives on your WhatsApp as a picture, the same picture the Export sheet sends. A day too big for a picture comes as the PDF instead. On an evening when tomorrow has no departure, nothing is sent. Choose Off to stop it. It needs your WhatsApp number on the same page: until one is saved, WhatsApp cannot be chosen, and removing the number turns it off. It is offered to owners and managers; a tour operator's desk never receives the board. ## Can an operator see any of this? No. The PDF, the spreadsheet and the image are the office's full board and only office accounts can produce them. A tour operator in the portal sees their own bookings and nothing else: other resellers' guests, phone numbers, cash amounts and the office's notes never leave the office. The exported day is the complete board, internal notes included. It is made for the office and its own drivers and guides; when something goes to a reseller, let them read their own portal instead.