Setting Up Your Badge Label Template for On-site Badge Printing

Please note, this feature requires the OnSite Check-In Power-Up to use. The Badge Label Designer is only compatible with our Zebra Printers and will not work with Badge Sheets.

PheedLoop’s Badge Label Design feature is a required step in the process of printing badges for your users attending your event. The Badge Label Designer is used in real time to update exactly what you want to be printed on the actual badges of attendees and generate a preview of where text will appear on the badge. This allows for creative customization and efficient enhancements to make sure your badges look as professional as possible.

Please note that the Badge Template is different from the printed design for your badges. This section only covers how attendee data (first name, last name, job title, etc.) are printed on the badges.

1. The Basics of Badge Label Design

  1. From your Event Dashboard, navigate to OnSite > Badges & Printers > Badge Label Designer
  2. Above the Badge table, select Create New
  3. Under the Name field, enter the name of your badge template
  4. Under the Connected Tags field, enter the tags to associate with the template (optional)
    1. When an attendee with the selected tag checks in, the PheedLoop OnSite will automatically print that template.
  5. Under the Default Template field, select the template based on your badge order
    1. Select Badge Label if you are using label rolls.
    2. Select Badge Direct Thermal if you are using Direct Thermal Badges.
    3. Select Ticketed Thermal Badge if you are using Direct Thermal Badges with tickets attached.
    4. Select Epson Colorworks badge if you are using Epson printers as your badge printing solution.
    5. If you like to learn more about badges, please review our How Badge and Lanyard Printing Works.
  6. Select Create

2. Editing Your Badge

Now that you have created your badge template, it can be accessed at anytime from the same page.

  1. From your Event Dashboard, navigate to OnSite > Badges & Printers > Badge Label Designer
  2. Select Edit next to the badge template you wish to edit

The Badge Label Designer will now open, allowing your team to edit the Badge Template as necessary.

There are a few ways to edit once you are in the Badge Label Designer.

2.1 Editing the Font Size

  1. Select any of the text boxes which are on the badge’s grid. 
  2. Under the Font Size field, enter the number you wish the badge size to be at
  3. Select the Invert Text checkbox if you would like to make the text upside down
    1. This is useful for printing on the backside Direct Thermal Badges as they are folded from the bottom and will appear upside down if the text is not inverted.
  4. Select the alignment icons to determine their placement on the badge template
    1. You are also able to move these text box fields around the grid.

2.2 Increasing the size of the text box

By selecting the text box on the grid, you can hover your cursor over the sides of the box and use the arrow to drag and increase the size of the text box. We also recommend making these text boxes two lines tall if you are requiring information that could potentially be longer (i.e. Last Name, Organization, and Title). Text will scale automatically to fit designated space in the badge template.

2.3 Resizing the Badge Template

The Badge Template can be resized at any time if necessary.

  1. From the Badge Label Designer, navigate to Tools > Resize
  2. Enter the new size for Width
  3. Enter the new size for Height
  4. Select Apply

We recommend creating multiple templates to account for separate sizes instead of resizing the same template multiple times.

2.4 Add fields to your badge label designer

Additional fields can be added onto the badge template to print out additional information for attendees.

  1. Select Field Menu
  2. Select the fields as required such as the Attendee’s title, table number, and many more
    1. The field titled Custom Text will allow you to write your own customizable text. It can also be used to list several fields in the same line.
  3. Drag the fields to the desired location on the badge template

2.5 Moving your designs and texts

The way fields move around in the Badge Designer is also customizable.

  1. Above the Badge Label Designer, select Settings > Alignment and Grid
  2. Toggle of the Snap to Grid While Moving checkbox
  3. Under the Grid Size, enter the number you wish to have the size of the grid at
  4. Toggle off the Enable Guidelines checkbox to disable guidelines while moving fields
  5. Toggle off the Show Grid checkbox to remove the grid from the badge template
  6. Select Apply

2.6 Edit multiple fields at once

Several fields can be edited at the same time. Hold shift and click on each field you wish to edit. This will make the fields editable on the right side of the Badge Label Designer. 

2.7 Adding Multiple Tokens into a Custom Text Field

The Custom Text Field can be used to house multiple tokens in a single line. 

  1. Select Field Menu
  2. Select Custom Text Field
  3. Under the Text field, use this field to edit the text
  4. Under the Font Size field, enter the size of the font
    1. 20 is the default size
  5. Toggle on the Invert Text checkbox to overturn the text
    1. This setting is typically used for fields printed on the backend of direct thermal badges.
  6. Select any of the alignment options 
  7. Include any of the fields within the Field Menu as needed

2.8 Adding Custom Fields from the Membership Dashboard

  1. Select Field Menu
  2. Under the Text field, use this field to edit the text
  3. Under the Font Size field, enter the size of the font
    1. 20 is the default size
  4. Toggle on the Invert Text checkbox to overturn the text
    1. This setting is typically used for fields printed on the backend of direct thermal badges.
  5. Toggle on the Editable checkbox to make this field editable on PheedLoop OnSite when attendees check themselves in
  6. Select any of the alignment options

2.9 Saving your design

  1. Above the Badge Label Designer, navigate to File > Save

A green notification message will now appear confirming the template has been saved to the system.

3. Test Your Badge

There are two methods to print out attendee badges from the Event Dashboard. If you wish to print out the badge from our OnSite CheckIn System, please review our Setting Up Your Rented Check-in Kiosks (Printers + Tablets) from PheedLoop article for detailed instructions.

  1. From the Event Dashboard, navigate to Attendees > Attendees
  2. Select the checkbox of the attendee you wish to print
  3. Above the Attendees table, select Actions > Print Badge
  4. Under the Select Printer field, select the printer you wish to use
  5. Under the Select Template field, select the badge template you created
  6. Toggle on the Check In checkbox to check in the attendee upon printing
    1. For testing purposes, we recommend keeping this checkbox disabled so as not to check the attendee in preemptively
  7. Select Download as PDF if you would like to see a preview of where the text will print on your badge template
  8. Select Print to begin the printing process

4. Advanced Features in the Badge Label Designer

The Badge Label Designer has a plethora of customizable capabilities from adding images to making multiple different types of badges depending on the categories associated with your event.

4.1 Uploading Images

  1. From the Event Dashboard, navigate to OnSite > Badge Label Designer
  2. Select the Image icon 
    1. We recommend icons or bold images.
  3. In the Image Gallery, select Choose File to upload your image
    1. Select Download if you wish to download the file again
  4. Select Submit
  5. Under Select From Gallery, select the image you uploaded

The image will now be placed in the badge template for you to edit. Please note that Zebra Printers print in black and white only. We strongly recommend embedding any graphics into the badge design itself rather than the Badge Template.

4.2 Uploading a Background Image

One of the best ways to ensure your badges are being printed correctly is by adding the badge design directly into the Badge Label Designer. Doing so will allow you to see exactly where the print will appear on the badge. For Direct Thermals, this step is optional since your designs will already be preprinted, but uploading a background image helps you position the text fields around the badge design.

For Epson Badges, this step is a requirement in order for the Epson Printer to print your badges completely. Always keep these three requirements in mind as your team designs the badges: 

  1. In your design tool of choice (Photoshop, Canva, etc.), begin creating a 4" x 12" background design
  2. You’ll need the top page on the top 6", with the bottom page UPSIDE DOWN/INVERTED on the bottom 6", with no gap in the middle
  3. Leave ~15mm of graphic-free space on the top/bottom of the design to ensure zero overlap with hole punches.

Once your design is ready, you can upload this into the badge design as a background image.

  1. From the Badge Label Designer, navigate to Tools > Background Image
  2. Select Choose File to upload your image
  3. Under the How Should we add the image to the editor field, select Resize Image
    1. This option resizes the image to fit the canvas’s dimensions.
  4. Select Import

Once finished, the result should look like this:

4.2A Removing the Background Image

  1. From the Badge Label Designer, navigate to Tools > Background Image
  2. Select Remove

4.3 Connected Tags

Connected Tags are one of our most popular features when using the Badge Label Designer. It provides the opportunity to automatically print a specified template when an attendee has a specified tag. For example, if the connected tag is speaker, any attendee with the speaker tag will print the template with the speaker tag added under Connected Tags field. Attendees without the tag will print with other templates created in the Event Dashboard. 

Because the system handles this routing automatically, your on-site staff members do not need to perform any manual template switching or special actions during check-in.

For more information, please refer to our How Can I Print Different Badge Templates for Each of My Attendee Groups? article.

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