Badge Printing at Check-In

Print professional name badges on-site as attendees check in. EventHex supports automatic badge printing triggered by QR code scanning, with customizable badge templates.

How Badge Printing Works

1. Design your badge template in the Badge Designer.
2. Connect a badge printer at your check-in desk.
3. When an attendee’s QR code is scanned, the badge is automatically printed with their name, company, ticket type, and photo.
4. Hand the printed badge to the attendee.

The entire flow — scan to print — takes seconds.

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Badge Designer

Create badge templates with the drag-and-drop badge designer:

Access the Badge Designer

1. Go to Design → Badge.
2. Select a badge size (A4, A5, A6, custom).
3. Use the visual editor to design your badge.

Badge Elements

Add these elements to your badge template:

Element	Description
Attendee Name	Dynamic field — auto-populated from registration
Company	Organization name from the registration form
Designation	Job title from the registration form
Ticket Type	Which ticket the attendee purchased
QR Code	Unique QR code for the attendee
Photo	Attendee’s profile photo (if collected)
Event Logo	Your event’s logo
Custom Fields	Any custom registration form field

Badge Sizes

Size	Dimensions	Use Case
Standard	4” × 3”	Most common conference badge
Large	4” × 6”	Detailed badges with photos
Small	3.5” × 2”	Name tag style
Custom	Any size	Match your specific printer stock

Tip

Use color-coded badge backgrounds for different ticket types — green for General, blue for VIP, orange for Speaker — so staff can identify attendee categories at a glance.

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Printer Setup

Supported Printers

EventHex badge printing works with standard thermal and inkjet printers:

• Thermal printers — Brother QL series, DYMO LabelWriter, Boca Systems
• Inkjet/Laser — any printer accessible from the check-in device
• Dedicated badge printers — printers designed for event badges

Connect a Printer

1. Connect the printer to the check-in computer or device.
2. Install printer drivers if needed.
3. In the EventHex check-in interface, go to Printer Settings.
4. Select the connected printer from the list.
5. Set the badge size to match your printer stock.
6. Run a test print to verify alignment.

Caution

Always run a test print before the event starts. Badge alignment, margins, and print quality should be verified with actual badge stock.

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Auto-Print Workflow

Enable automatic printing so badges print immediately when a QR code is scanned:

1. In the check-in settings, enable Auto-Print on Check-In.
2. Select the badge template to use.
3. Select the printer to use.
4. When staff scan an attendee’s QR code, the badge prints automatically.

Manual Reprint

If a badge needs to be reprinted (damaged, lost, or wrong info):

1. Find the attendee in the check-in list.
2. Click the Print Badge button.
3. The badge reprints with their current information.

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Multi-Language Badges

For international events, badges support multiple languages:

• Attendee names in their original script (Arabic, Chinese, Hindi, etc.)
• Right-to-left (RTL) text support for Arabic and Hebrew
• Mixed-language layouts (English event name + Arabic attendee name)

Note

Ensure your badge printer supports the character sets needed for your attendees’ names. Most modern thermal printers handle Unicode well.

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Best Practices

• Test thoroughly before the event — print test badges with sample data on the actual badge stock.
• Have backup stock — bring extra badge paper/cards in case of jams or misprints.
• Pre-print VIP badges — for speakers and VIPs, consider pre-printing badges so they skip the queue.
• Staff training — ensure check-in staff know how to handle reprints and printer issues.