Free Print Production Schedule Template
A print production schedule covers the stages from order intake through file prep, colour approval, production, pack-out, and dispatch so the handoffs stay clear.
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A print run moves fast once files hit the press, but the risky part happens earlier, when proofs get signed off and nobody wants to discover a colour shift after customers start unboxing. The Print Production Schedule keeps the work in one place, in the order it actually happens, so checks and handoffs don’t get lost between “looks good” and “ship it”. The board uses clean cyan and warm ink orange under Raleway headings with Inter body text, so the columns read like production steps, not a mood board.
The board follows the production chain from intake through preflight and proofing into finishing, then packing and dispatch, which means everyone can see what stage the job is in and what still needs a decision before the next handoff. The schedule is about controlling what gets approved and when, so the anxious questions stay concrete: files, cutoffs, and what happens if something prints wrong... instead of turning into a late-night thread.
- Order intake Start the job here with the intake details you need to confirm before anyone touches the files.
- File preparation and preflight Capture the file checks and fixes so print-ready output doesn’t depend on a single person’s memory.
- Test print and colour approval Track proofs and sign-off points so colour and finish decisions happen before full production starts.
- Production and finishing Move work through print, trim, and finishing steps while keeping the handoff sequence visible.
- Pack-out and labelling Hold the packing and label checks that prevent mix-ups once multiple items are ready at once.
In Plutio, the template runs as a project board. You bring your own dates, because the board holds the order of the work rather than a calendar, then track the job across columns until dispatch and close.
We went from spending hours on every proposal to creating fully customized ones in under 5 minutes. That's not an exaggeration - we timed it.
What is on this board
6 columns, ready for your own cards. Adding it builds the board as a project in your workspace, with every column in place. The cards in the preview are examples of how the board is used, and are not added.
| Column | What is in it |
|---|---|
Order intake | First column for the job setup and any intake checks you need before prepress starts. |
File preparation and preflight | Column for file readiness, preflight checks, and fixes before proofing. |
Test print and colour approval | Column for proof rounds and colour sign-off so production doesn’t begin on guesswork. |
Production and finishing | Column for printing and finishing work as the job moves through the shop floor. |
Pack-out and labelling | Column for packing and labelling steps before anything leaves the building. |
Dispatch and close | Final column for shipment, confirmation, and closing the job once it’s out the door. |
What happens when you install it
- A project is created with its board and 6 columns, empty and ready for your own cards.
- Every card you add opens as a task with its own description, assignee, dates, subtasks and files, and columns are renamed, reordered or deleted like any other.
Who it is for
Print shops and production teams handling apparel, wall art, or custom merchandise runs where proofing, finishing, and dispatch need clear handoffs.
Questions about this project template
What goes in a print production schedule?
A print production schedule usually tracks each stage from intake and file preflight through proofing, production, packing, and dispatch. The point is to make handoffs and approval moments visible so the job doesn’t move forward on assumptions.
Does a production schedule include dates or a calendar?
A production schedule can include dates, but this board focuses on the order of work rather than a calendar view. You add your own dates where you need them for the job.
How do you track colour approval in a print job?
Colour approval works best as an explicit stage where proofs get reviewed before full production starts. The board includes a dedicated test print and colour approval step so sign-off doesn’t get buried in messages.
Where does preflight fit in the production process?
Preflight sits after intake and before any proofing or production. The file preparation and preflight stage is where file issues get spotted and fixed while changes are still cheap.
How do you stop a print run from going to production with the wrong file?
The practical safeguard is a clear preflight stage and a separate approval stage before production and finishing. Keeping those stages visible on one board reduces the chance that “latest file” turns into a guess.
What’s the difference between a production schedule and a job tracker?
A job tracker can be any list of status updates, but a production schedule follows the actual production stages in order. The board is structured around those stages so status always means a specific kind of work and a specific handoff.
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