You can export any Waybook document - or an individual step - as a PDF. Whether you need to print checklists for the shop floor, share a process with someone outside your Waybook, or keep a hard copy on hand, PDF exports make it easy to take your documentation offline.
Waybook offers three export options:
Export as PDF - A full copy of the document and all its steps
Export as Print Optimized PDF - A version formatted for clean printing
Export Current Step as PDF - Just the step you're currently viewing
How to Export a Document
Editors and admins can export documents directly from the document settings:
Open the document you want to export
Click Settings in the top right corner
Under Sharing and Templates, find the PDF Download section
Click to download your document as a PDF
The export will download the most recently published version of the document.
Enabling PDF Exports for Your Team
By default, only editors and admins can export documents. To give your team members with read access the ability to download PDFs, toggle the PDF Download setting to on in the document's settings under Sharing and Templates.
Once enabled, readers will see export options in the Document Information panel when viewing the document. They'll have access to all three export types - full document, print optimized, and current step.
💡 Waybook Tip:
This is especially useful for forms, checklists, safety procedures, or any process your team needs to reference away from their screen. Enable it per document so you stay in control of which content can be downloaded.
Exporting Individual Steps
Sometimes you don't need the full document - just a specific step. The Export Current Step as PDF option lets your team download just the step they're viewing.
This is handy when a document covers a broad process, but your team only needs one part of it on hand - like a single checklist from a longer onboarding guide, or a specific procedure from a safety manual.
To use step exports, PDF exports need to be enabled for readers on that document (see above). The Export Current Step as PDF button appears alongside the other export options in the Document Information panel.
A Note on PDFs vs. Live Documents
PDFs are great for specific use cases - printing, sharing externally, or offline reference. But the real power of Waybook is having your content always accessible and up to date. A PDF is a snapshot in time, while your Waybook documents stay current as your processes evolve.
For day-to-day reference, encourage your team to use Waybook directly whenever possible. Save PDFs for the situations where they're genuinely needed.
Questions about exporting or spotting a formatting issue with a PDF? Our support team is here to help!