Downloads and PDFs

Many screens in HAPR can save their data as a file. The file is built from the data on the screen. Some screens give you a drawer to choose the columns. Others save the current view in one press.

Find the download on a screen#

Each screen has its own download control. Press the one on the screen you are on.

• Attendee manager and Visa management. Press the Download icon in the toolbar. A drawer opens where you choose columns, filters and files. The Attendee manager also has Download in its more menu.
• Rooming list. Press the download icon on a hotel, or choose Download this list (CSV). Each guest row also has a Download voucher (PDF) icon.
• Room block management. Press Download CSV on a hotel.
• Shuttle report. Press Download to save the current view.
• Planning and choosing a location. Press the PDF icon (Download the estimate) to save the estimate. It only appears after the estimate has been calculated.

Choose what goes in a download#

This is how the drawer works on the Attendee manager and Visa management.

1. 1
   Open the drawer. The top shows how many rows will be saved, for example "40 of 120 rows" and the number of columns.
2. 2
   Under Presets, press Default to start from the built-in columns, or press a saved preset.
3. 3
   Under Filters, choose values to narrow the rows. Leave a filter on All to keep every value. Filters in the drawer do not change the table behind it.
4. 4
   Under Available fields, tick the columns you need. Tick Select all to take every field.
5. 5
   Under Columns in export, put the columns in order. Drag a column, or press Move up or Move down. Press Remove to take a column out.
6. 6
   Press Download with the row count on it, for example Download 120 rows.

app.thehapr.com/hub/…/attendee-manager

1. 1Start from a preset.
2. 2Narrow who is included.
3. 3Move people from New to Downloaded after the file is made.
4. 4Choose and order the columns.
5. 5Save your choices as a preset.
6. 6Download the file.

The file is a spreadsheet in CSV format. It opens in Excel with accents and names intact.

Save your choice as a preset#

If you download the same columns often, save them.

1. 1
   Choose your columns and filters in the drawer.
2. 2
   Press Save as preset.
3. 3
   Type a name when asked. Saving with a name you already use replaces that preset.
4. 4
   Next time, press the preset to load it.

On each preset you can press the star (Set as default) to open the drawer with it every time, or the bin (Delete) to remove it. Deleting asks you to confirm with "Delete this preset?".

Presets belong to you and to the screen they were saved on. Other people do not see them. If a field is later retired, the preset still works and the retired column is left out.

Download passport and photo files#

The Attendee manager and Visa management drawers can also save attendee files.

1. 1
   Open the drawer and set your columns and filters.
2. 2
   Under Files, tick Passport (PDF), 2×2 picture or both. The drawer tells you how many rows have a selected file.
3. 3
   Press Download .zip.
4. 4
   Wait while the drawer counts through the files. You see Preparing… and the number of files done, then Zipping….

The zip holds the spreadsheet of your chosen columns and one file per attendee, named with the attendee's name. Passports are saved as PDF files. Photos keep their own format. Attendees without the selected file are skipped without a warning.

If you tick no files, you get a single CSV instead.

Mark visa downloads as done#

On the visa side, the drawer has a switch called Enable download status update. Switch it on and, after the file is saved, each attendee in it is marked as downloaded. This helps you see who is still new in Visa management. The Attendee manager shows the same switch with the note "This feature is intended for visa management purposes."

Download a PDF#

Some pages make PDFs.

• The estimate from planning carries the HAPR mark and the logo at the top.
• Guest vouchers from the Rooming list use the voucher template your event set up, with its own logo and a QR code if switched on.

Upload an image#

Images for the event website and the event app are uploaded with an Upload button, or Replace when one is already there. You can also paste an image address instead. See Event website for where pictures go.

• Use a JPG, PNG, WEBP, GIF or SVG file.
• Keep each file under 8 MB.
• Press Remove to take the image off.

Upload your own logos and pictures only. The website is public. Other file types, such as PDFs, are refused.

Good to know#

• Allow export / bulk download is a role permission set by an administrator. See Roles and page access. Not every download checks it yet.
• HAPR records each download with who took it, when, which screen and how many rows.
• Once a file leaves HAPR it is outside HAPR's protection. Keep files with passport or personal details as your organisation's policy requires.
• Do not send a rooming list file to a hotel. Share the rooming list link instead, so the hotel sees only its own rooms, always up to date, and you can turn it off.
• A download is a snapshot. It does not update after you save it.
• To bring data in from a file, see Importing spreadsheets.

If something looks wrong#

• Export is restricted for your access level. Your role does not have Allow export / bulk download. Ask an administrator to change your role.
• Could not save. Try again. The preset was not saved. Press Save as preset again.
• Could not build the download. The zip could not be made. Try again, or tick fewer files.
• Downloaded, but the status update failed. The file was saved, but the attendees were not marked as downloaded.
• Image is larger than 8 MB. Use a smaller file.
• Please upload a JPG, PNG, WEBP, GIF or SVG. The file is not one of the accepted image types.