Setting up your Epson kiosk

Setting up your Epson kiosk

Your rented Epson check-in kiosk arrives ready to be assembled on-site. This article walks you through the full setup from unboxing to your first test print, paired with the setup video below.

Plan for two to three hours of total setup time across all your kiosks. Start at least three hours before check-in opens to give yourself a buffer in case anything needs troubleshooting.

This article covers physical setup only. For Dashboard configuration before your equipment arrives, see the linked articles in each section. For diagnostics during the event, see Epson Printer Not Working? Step-by-Step Help 

Contents

• What's in the box
• Power and internet requirements
• Setting up the router
• Setting up the Epson printer
• Loading badge stock
• Setting up your iPads
• Entering kiosk mode and test printing

1. What's in the box

Each rented Epson kiosk includes:

• 1 Epson printer
• 1 Epson power cable
• 4 ink cartridges (cyan, magenta, yellow, black)
• 1 maintenance box
• 1 router kit (router, power adapter, Ethernet cables, and a switch if required)
• 2 iPads
• 2 iPad cases
• 2 iPad chargers
• 2 iPad stands
• Badge stock
• 1 kiosk checklist (includes the iPad password)
• Return shipping label

Important: Keep the return shipping label and the original cardboard shipping box in a safe place. Both are required to return your equipment after the event. If you misplace the return label, email logistics@pheedloop.com for a digital replacement.

For details on returning your kiosk after the event, see Packing up your rented check-in kiosks from PheedLoop

2. Power and internet requirements

Each event needs:

• 3 power outlets per kiosk — one for the Epson printer, two for the iPads.
• 1 hardwired Ethernet drop for the router.

Important: The Ethernet connection must be "clean" — no splash pages, password walls, firewalls, or MAC/IP filtering. If you're not sure whether your venue's network meets these requirements, ask the venue's internet technician before setup.

Unlike the Zebra setup, Epson kiosks use the included router to create a dedicated Wi-Fi network. The iPads and the printer all connect through this network, not through the venue's Wi-Fi.

For full network guidance, see Understanding Internet Requirements for On-Site Success 

3. Setting up the router

The router creates the local network that connects the iPads to the Epson printer.

1. Plug the venue's Ethernet drop into the blue port on the back of the router.
2. Connect the router to power.
3. Wait for the router's indicator lights to confirm it is online.
   1. The router will broadcast a Wi-Fi network named PheedLoop Print.

4. Setting up the Epson printer

1. Plug the Epson printer into a power outlet.
2. Connect the printer to the router using an Ethernet cable, then turn the printer on
3. Insert the maintenance box into its compartment on the printer until it clicks into place.
4. Install each ink cartridge:
   1. Shake each new cartridge for about 10 seconds.
   2. Slot the cartridge into its color-coded position (cyan, magenta, yellow, black).
   3. Push until the cartridge clicks into place.
5. Verify the network connection on the printer's touchscreen.
   1. Navigate to Menu > General Settings > Network Settings > Connection Check.
   2. Confirm the connection status is successful.

Important: Epson printers always show as Offline in the Event Dashboard under OnSite > Badges & Printers. That's expected — the accurate connection status for an Epson is only visible inside the PheedLoop OnSite iPad app, not in the Dashboard.

5. Loading badge stock

1. Lift the top cover on the back of the printer.
2. Insert the badge stock into the rear feed with the black bar facing down, and feed direction pointing towards the front of the printer.
3. Adjust the rear guides:
   1. Lift the blue latch.
   2. Slide the guides inward until they sit snug against the badge stock.
   3. Push the blue latch back down to lock the guides.
4. Open the front cover.
5. Reach inside and pull the badge stock through to the front feed.
6. Adjust the internal front guides:
   1. Push the small gray latch down.
   2. Slide the guides snug against the badges.
   3. Push the latch back up to lock.
7. Close the front cover.
8. Allow the printer to calibrate.

Pro Tip: Aim to have the front and rear badge holders adjusted exactly to the badge width - it should not be constricting it, but there should be no “wiggle” room on either side.

For badge template design, see Setting Up Your Badge Label Template for Badge Printing 

6. Setting up your iPads

1. Power on the iPads.
2. Unlock each iPad using the password listed on your kiosk checklist.
3. Connect each iPad to the PheedLoop Print Wi-Fi network.
4. Verify Local Network access for the OnSite app on each iPad:
   1. Open the iPad's main Settings app.
   2. Scroll to and select PheedLoop OnSite.
   3. Ensure Local Network is toggled on.
5. Open the PheedLoop OnSite app.
6. Enter your Event Code.
   1. Your Event Code is in the Event Dashboard under General > Details.
7. Log in using your Staff or Team Member credentials.
   1. Staff Members must be created in advance. See Creating staff members for PheedLoop OnSite

Important: Any Team Member within your organization on PheedLoop does NOT need a separate Staff Member account to log in to PheedLoop OnSite.

7. Entering kiosk mode and test printing

1. In the PheedLoop OnSite app, tap Check-in.
2. Select a Kiosk Profile to apply to this iPad.
   1. For details on what kiosk profiles control, see Customizing your check-in experience with kiosk profiles 
3. Navigate to the Printers page.
4. Tap Add Printer, then Epson Printer. 
5. Add the printer with the matching serial number in the Other Devices list
6. Tap Enter Kiosk Mode on the bottom banner.
7. From kiosk mode, search for a test attendee by name.
8. Select the attendee and confirm the check-in.
9. The Epson printer should produce a badge. Check it for:
   1. Alignment — content sits within the badge margins.
   2. Ink coverage — colors print evenly, no banding.
   3. Content — name, ticket info, and any custom fields appear correctly.
   4. Cut — badges separate cleanly.

If the test print succeeds, your kiosk is event-ready.