1. Introduction
- Badges V2 provides much more than the older Badges V1 module which it replaced.
- Badges V2 supports multiple badge layouts per event.
- Badges V2 supports multiple barcodes per badge layout.
- Badges V2 supports more barcode formats, including QR codes.
- Badges V2 supports using QR codes in email templates.
- Badges V2 supports profile pictures.
- Badges V2 supports emailing badges to attendees.
- Badges V2 supports generating PDFs or printing to an attached printer.
- Badges V1 remains available for use instead of Badges V2 in an event.
- For full details, see the Badges V1 topic in the online Help.
2. Enabling Badges V2 for an Event
- This section describes how to enable the Badges V2 module for an event.
- Go to Plan > Configure > Options.
- Scroll down to Functional Areas Needed by This Event and select Badges Module.
- Below that, select Badges V2.
- If the Badges module is not available, an administrator can check that it is enabled at the account level by going to Account Settings > Implementation > Products.
- If the Badges module is not enabled, contact Certain for more information about whether it should be included.
3. Configuring Barcodes
- If badges are going to include barcodes, configure those barcodes as described here.
- If badges will not include any barcodes, skip ahead to Configuring Badge Layouts.
- Note: The barcodes configured here can also be used in Email Templates, 100% independent of badges.
- To configure a barcode, follow these steps:
1. Go to the event, click Manage on the Top Navigation Bar, and select Badges and Barcodes.
2. Click Barcodes in the left navigation panel to open the Barcodes page.
3. Click Add New to add a barcode.
4. Select a Barcode Data Format: Simple Format or Advanced Format.
5. Give the barcode a unique Barcode Name.
6. Select the Barcode Format Option (for example, QR Code).
7. The format must match the barcode scanners to be used.
8. Select the Fields to include in the barcode.
9. If you are using Certain Check-In to scan barcodes, include Registration Code or Profile External Id.
10. For Simple Format barcodes, include Registration Code as the first field.
11. For Advanced Format barcodes, include Registration Code or External Id in any position.
12. Click Use Selections.
13. The selected fields are shown in a list. Drag to reorder the fields if necessary.
14. Select a Barcode Delimiter if the barcode type requires one, and you want to use a character such as $ instead of the default comma.
15. Click Save when the barcode is complete.
- The Barcode List is displayed, including the new barcode. Repeat the process for any more barcodes required.
- Barcodes in Email Templates: The barcodes configured here can be used in email templates independently of badges.
- To use barcodes in email templates:
- Go to Promote > Communication > Email Templates.
- Add or edit an email template.
- Select the relevant barcode under Barcode Fields in the list of dynamic data fields.
- Click Append to add it to the message.
4. Configuring Badge Layouts
- To configure a badge layout, go to the event, click Manage on the Top Navigation Bar, and select Badges and Barcodes.
- By default the page shows a list of any badges already configured for the event.
- To add a new badge layout, click Add New, give the badge a unique Name, and configure the layout as described below under Editing a Badge Layout.
- To edit an existing badge layout, click and edit it as described below.
- To copy a badge layout, click, type the name of the new badge layout when prompted to "Enter Badge Name", and edit the copy as described below.
- The design section consists of three columns:
- Add Fields to Badge Layout: a list of dynamic data fields to add to a layout.
- Layout Editor: the unlabeled white box with a toolbar and a template selector.
- Barcodes and Banners: tabs for Barcodes, Logo, and Pic (the attendee's profile picture).
- Select a Template: First select the Template from the drop-down list at the top of the Layout Editor. Most templates are Avery templates for badges, adhesive labels, and standard sizes.
- The layout editor below the template resizes to match the template size.
- Important: You cannot change the template after you have saved the badge layout.
- You can change the template while editing a new badge, up to the moment you first click Save.
- Add Fields to Badge Layout: click the spot where you want to place a field, then click the field in the list on the left.
- Available fields include:
- Registration Fields: Registration Code, Attendee Type, Agenda Sessions
- Profile Fields: First Name, Last Name, Organization, etc.
- Event Fields: Event Name, Event Code
- Profile Questions: any custom profile questions set up for your account
- Custom Registration Questions: any custom registration questions set up for the event
- Event Questions: any custom event questions set up for your account
- You can limit the fields shown by typing part of a field name in the search box or by selecting a filter in the Select Fields drop-down.
- If custom questions are included, ensure answers will fit on the badge; long answers may be truncated.
- Layout Editor: the central white box allows you to format fields, add text, and add barcodes and images.
- Live Preview: use Live Preview to see an example of the badge with field names replaced by attendee values.
- Double-Sided Badges:
- For appropriate Avery templates, there is a Back tab in addition to the Front tab.
- You can design the back and the front, or design only the Front.
- Optionally select Make front and back the same.
- Auto-Sizing Data Fields:
- Enable Auto Sizing shrinks a data field to fit if the font size is too large for the badge width.
- If Auto Sizing is not enabled, text wraps to the next line at the chosen font size.
- Adding Text: add text to the badge layout by typing or pasting.
- Formatting Data Fields and Text: format dynamic data fields and custom text using font family, size, color, bold, italic, alignment, etc.
- Barcodes and Banners: three tabs exist on the right:
- Barcodes
- Logo
- Pic
- Adding Barcodes: drag a barcode onto the badge layout from the Barcodes drop-down configured on Manage > Barcodes and Banners > Barcodes.
- Drag to resize the barcode after placement.
- Tip: Print a badge to check scan usability with event scanners.
- Adding Logos / Images: upload a logo or image and drag onto the badge layout.
- Adding a Profile Picture: drag the attendee’s profile picture placeholder onto the badge layout.
- Providing Badges to Attendees: after saving a badge layout, you can output to PDF, print to a printer, or attach badges to emails as PDFs.
- Printing Badges: to print badges for multiple attendees:
- Run a suitable report and on the Report Results screen select attendees.
- Under Print Badges & Labels, choose a badge layout.
- Click Go to create a PDF or click Print Badge to print directly.
- Printing a single badge from a registration:
- Go to the attendee’s Registration > Overview page.
- Click Print Name Badge.
- Select a badge layout and choose Generate PDF or Print.
- Note: When a badge is printed, the attendee's Badge Printed status is set to Yes, and the Badge Print Date is recorded for reporting.
- Caution: Select 100% fit in printer settings when printing badges to avoid misalignment on stationery.
- Emailing Badges: to attach a PDF badge to an email:
- Go to Communication > Email Templates.
- Create or edit an email template.
- Select Attach Badge PDF under Attachment.
- Select the badge layout to use.
- Emails sent with the template will include a PDF attachment of the attendee’s badge.
5. On-Demand Badges
- On-Demand Badges provide an on-demand badge that can be printed from Certain Check-In or via a Mass Action for selected registrations in a Report Results Window.
- Only one on-demand badge per attendee type can be set up.
- To add your first on-demand badge:
- In the event, go to Manage > Badges and Barcodes > On-Demand Badges.
- Click Add New.
- Give the badge a name, for example "Buyer Badge" or "Exhibitor Badge".
- Select the Attendee Type.
- Click Save.
- The Badge Layout screen opens to design the badge.
- Choose Your Badge Size by selecting a standard size such as 3.9" x 2.4" or 3.8" x 5.6", or Add Custom Size to specify a custom size (Maximum 8.5" x 11", minimum 1" x 1").
- Under Basic Elements, click dynamic data fields (DDFs) to add fields to the layout.
- Under Barcode, select a barcode from the list configured on Manage > Badges and Barcodes > Barcodes.
- This barcode adds to the layout where it can be moved and resized.
- To add an image, such as a logo, click Image to select an image from the PC and add it to the badge.
- To add free text, click Static Text to add a text box, then type, drag, resize, and format the text.
- While configuring the badge, the Layout shows the badge layout as it changes.
- Click Preview to display a pop-up preview with field names replaced by values from the first attendee record.
- Click Save to save the layout and return to the Badges List.
Printing and Distribution Notes
- When printing badges, ensure the printer is set to 100% scale to avoid misalignment.
- Badges can be output as PDFs for multiple or individual attendees.
- Badges can be printed directly to a printer for multiple or individual attendees.
- Badges can be attached to emails as PDFs for attendee devices or printing.