1. Introduction
Badges V2 versus V1
Badges V2 provides much more than the older Badges V1 module which it replaced.
Badges V2 provides multiple badge layouts per event.
Badges V2 provides multiple barcodes per badge layout.
Badges V2 provides more barcode formats, including QR codes.
Badges V2 lets QR codes and other barcode formats be used in email templates.
Badges V2 supports profile pictures.
Badges V2 supports emailing badges to attendees.
Badges V2 supports choosing between generating a PDF or printing to an attached printer.
Badges V1 does remain available for use instead of Badges V2 in an event. For full details, see the Badges V1 topic in the online Help.
Enabling Badges V2 for an Event
This section describes steps to enable the Badges V2 module for an event.
1. Go to Plan > Configure > Options. 2. Scroll down to Functional Areas Needed by This Event and select Badges Module. 3. 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 it is not enabled, contact Certain for more information about whether it should be included.
2. Configuring Barcodes
This section explains how to configure barcodes for badges.
This section also explains how to use configured barcodes in email templates.
Note: The barcodes used here can also be used in Email Templates, 100% independent of badges.
To configure a barcode
1. Go to the event.
2. Click Manage on the Top Navigation Bar.
3. Select Badges and Barcodes.
4. Click Barcodes in the left navigation panel to open the Barcodes page.
5. Click Add New to add a barcode.
6. Select a Barcode Data Format:
- Simple Format – A delimited string
- Advanced Format – This default format uses a key-value pair to encode the fields in the barcode.
7. Give the barcode a unique Barcode Name.
8. Select the Barcode Format Option. (For example, QR Code.)
9. Select the Fields to include in the barcode.
10. If scanning will use Certain Check-In, include Registration Code or Profile External Id.
- For Simple Format barcodes, include Registration Code as the first field.
- For Advanced Format barcodes, include Registration Code or External Id in any position.
11. Click Use Selections.
12. The selected fields are shown in a list.
13. Drag the fields to reorder the fields, if necessary.
14. Select a Barcode Delimiter if the barcode type requires one.
15. Click Save when the barcode is complete.
The Barcode List is displayed. The barcode list includes the new barcode. Repeat the process for any more barcodes required.
Barcodes in Email Templates
Configured barcodes can be used in email templates.
Configured barcodes work quite independently of badges.
When at least one barcode is configured, follow these steps: 1. Go to Promote > Communication > Email Templates. 2. Add or edit an email template. 3. Select the relevant barcode under Barcode Fields in the list of dynamic data fields. 4. Click Append to add the barcode to the message.
3. Configuring Badge Layouts
This section explains how to configure badge layouts.
To configure a badge layout, follow the same navigation used for barcodes. Go to the event. Click Manage on the Top Navigation Bar. Select Badges and Barcodes.
By default you are on the Badges page. The page shows a list of any badges already configured for the event.
Adding, editing, and copying badge layouts
To add a new badge layout:
1. Click Add New.
2. Give the badge a unique Name.
3. 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 the copy icon. Type the name of the new badge layout when prompted to "Enter Badge Name". Edit the copy as described below.
Editing a Badge Layout
The design section consists of three columns:
1. Add Fields to Badge Layout – a list of dynamic data fields you can add to a layout.
2. Layout Editor – the unlabeled white box, with toolbar.
3. Barcodes and Banners – with tabs for Barcodes, Logo (i.e., any images), and Pic (the attendee's profile picture).
Select a Template
Select the Template from the drop-down list at the top of the Layout Editor.
Most templates are standard Avery templates for badges and adhesive labels.
Some templates are other standard sizes.
As you select a template, the layout editor below it resizes to match the template size.
> Important Note: You cannot change the template you have selected after you have saved the badge layout.
You can change the template while editing a new badge. You can change the template up until the moment you first click Save.
Add Fields to Badge Layout
To add a dynamic data field to the layout, click the spot where you want to place it.
Then click the field in the list on the left.
The fields available include:
Registration Fields- Registration Code
- Attendee Type
- Agenda Sessions
- First Name
- Last Name
- Organization
- etc.
- Event Name
- Event Code
- Any custom profile questions set up for your account by an Administrator (on Account Settings > Registration > Profile Data)
- Any custom registration questions set up for the event (on Plan > Event Setup > Questions)
- Any custom event questions set up for your account by an Administrator (on Account Settings > Management > Event Data)
You can limit the fields shown in either or both of these two ways:
1. Type part of a field name in the text box at the top.
2. Select a filter in the –Select fields– drop-down list.
- Example filter options include Profile, Registration, Event, Profile Questions, or Event Questions.
If Profile Questions, Custom Registration Questions, or Event Questions are not included as filter options, no questions have been set up.
As an illustration, typing "name" would limit the list to four fields. The four fields are Profile First Name, Profile Last Name, Badge Name, and Event Name.
Selecting Event as the set of fields restricts the list further. Only Event Name remains because that is the only "event field" with "nam" in its name.
Another example explains filtering with "profile". Typing "profile" in the text box and leaving the filter set to Select Fields makes the list consist of all the Profile fields plus any Custom Profile Questions.
A note about custom questions follows. Custom question answers must be short enough to fit onto the badge. Answers are truncated if answers are too long to fit.
Layout Editor
In the WYSIWYG Layout Editor, the unlabeled white box in the central column contains added data fields.
You can format those fields.
You can add and format text.
You can add barcodes and images.
You can click Live Preview at any point. Live Preview shows an example of the badge as it will look when printed.
Double-Sided Badges
By default, the badge front is designed.
The Front tab label at the top indicates the front design.
For appropriate Avery templates, a Back tab appears in the layout designer. These templates are templates for double-sided badges.
When the front design is finished, you can:
- Click Back to design the back of the badge.
- Click Front to switch back to designing the front.
- Design only the Front and select the Make front and back the same check box.
Auto-Sizing Data Fields
If the Enable Auto Sizing check box is selected, a data field shrinks to fit.
Shrinking happens when the selected font size makes the text too large to fit the width of the badge.
If the check box is left clear, the text wraps onto the next line. Wrapping happens while keeping the selected font size.
Adding Text
Add text to the badge layout by typing or copying and pasting it.
Formatting Data Fields and Text
Format the dynamic data fields and the custom text.
Use the font family and size controls.
Use color controls.
Use bold, italic, and alignment controls.
Barcodes and Banners
The Barcodes and Banners section includes three tabs on the right.
The tabs are Barcodes, Logo, and Pic.
From each tab, you can drag an item onto the badge layout. You can resize the item by dragging its corners.
Adding Barcodes
To add a barcode using the Barcodes tab of the Barcodes and Banners section:
1. Select the configured barcode in the drop-down list.
2. Drag the barcode onto the Layout Editor.
3. Resize the barcode by dragging its corners.
4. TIP: Print a badge to check you can scan it successfully with the scanners to be used at the event.
Adding Logos / Images
To upload a logo or other image:
1. Click Choose File in the Logo tab of the Barcodes and Banners section.
2. Find the file on your computer.
3. Click Upload Image.
To use the image on a badge, drag the image from the Logo tab onto the Layout Editor.
If multiple images are uploaded, only one image is visible at a time in the Logo tab. Click the < and > buttons to display other images. Drag each image onto the badge layout when it is visible.
Adding a Profile Picture
To include the attendee's profile picture on the badge layout, drag the abstract "headshot" placeholder image.
Drag the image from the Pic tab of the Barcodes and Banners column onto the Layout Editor.
Resize the profile picture by dragging its corners.
4. Providing Badges to Attendees
Once a badge layout is saved, you can:
1. Output badges to PDF for multiple or individual attendees.
2. Print badges directly to a printer for multiple or individual attendees.
3. Attach badges as PDF files to emails so attendees can use the badges on mobile devices.
4. Attach badges as PDF files to emails so attendees can print badges themselves.
Printing Badges
To print badges for multiple attendees:
- Run a suitable report.
- On the Report Results screen, after selecting the attendees for whom badges will be printed:
- Select a badge layout under Print Badges & Labels.
- Click Go to create a PDF.
- Or click Print Badge to print directly to a printer immediately.
To print an individual badge from a registration record:
- Go to the attendee's Registration > Overview page.
- Click the Print Name Badge button.
- Select a badge layout.
- Click Generate PDF.
- Or click Print to print directly to a printer immediately.
> Note: When a badge is printed, the attendee's Badge Printed status is set to Yes. The Badge Print Date is recorded. The Badge Print Date can be used in a report as a data column or as an advanced filter.
> Caution: Select “100% fit” in your printer settings when printing badges. Scaling to "fit to size" or similar will misalign badges on stationery.
Emailing Badges
To attach a PDF of a badge to an email so attendees can use the badge on mobile devices or print it themselves:
1. Go to Communication > Email Templates.
2. Create or edit an email template.
3. Select Attach Badge PDF under Attachment.
4. Select the badge layout to use.
5. Emails sent using that template will have a PDF attachment of the attendee’s badge.
5. On-Demand Badges
In addition to the standard badges described above, you can configure On-Demand Badges.
On-Demand Badges can be printed from Certain Check-In.
On-Demand Badges can also be printed via a Mass Action for selected registrations in a Report Results Window.
You can only set up one on-demand badge per attendee type. Certain Check-In uses the attendee type to know which badge to print for an attendee.
To add your first on-demand badge
1. In the event, go to Manage > Badges and Barcodes > On-Demand Badges.
2. Click Add New.
3. Give the badge a name.
- Example names include "Buyer Badge" or "Exhibitor Badge".
4. Select the Attendee Type.
5. Click Save.
The Badge Layout screen opens to design the badge.
Choose Your Badge Size
Choose your badge size by clicking one of the standard sizes illustrated, such as:
- 3.9" x 2.4"
- 3.8" x 5.6"
You can also click Add Custom Size to specify your own size. Maximum custom size is 8.5" x 11". Minimum custom size is 1" x 1".
A custom size is available for use on other badges.
Add elements to the on-demand badge layout
Under Basic Elements, click dynamic data fields (DDFs) to add them to the layout.
Drag DDFs into position.
Resize DDFs.
Format the text.
Under Barcode, select a barcode from the list set up on Manage > Badges and Barcodes > Barcodes. That selection adds the barcode to the layout. You can move and resize the barcode.
To add an image such as a logo:
- Under Image, select an image from your PC.
- Add the image to the badge.
- Move and resize the image.
To add free text such as an event slogan:
- Click Static Text to add a text box to the badge.
- Type in the text box.
- Drag and resize the text box.
- Format the text the same way as the data fields in Basic Elements.
While the badge configuration runs, the Layout shows the badge layout as it changes.
Click Preview to display a pop-up preview. The preview replaces the field names such as "[Profile Badge Name]" with values such as "John Citizen" from the first attendee record.
Click Save to save the layout and return to the Badges List.