Badges Guide

This document is a guide to configuring and generating badges in Certain. It describes the Badges V2 module.

Table of Contents

1. Introduction

2. Configuring Barcodes

3. Configuring Badge Layouts

4. Providing Badges to Attendees

5. On-Demand Badges

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 provides barcode usage in email templates.

Badges V2 provides profile pictures.

Badges V2 provides emailing badges to attendees.

Badges V2 provides the choice of generating 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

Follow these 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 s elect 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, please contact Certain for more information about whether it should be included.)

2. Configuring Barcodes

If your badges are going to include barcodes, you first need to configure those barcodes as described here.

(If your badges won’t include any barcodes, skip ahead to Configuring Badge Layouts.)

> Note: The barcodes you use 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 – A delimited string
• Advanced Format – This default format uses a key-value pair to encode the fields in the barcode. If you’ll be scanning for more than Registration ID, use this format.

5. Give the barcode a unique Barcode Name.

6. Select the Barcode Format Option.

(For example, QR Code. )

The format must match the barcode scanners to be used.

7. Select the Fields to include in the barcode.

8. If you are using Certain Check-In to scan barcodes, you must 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.

9. Click Use Selections.

10. The selected fields are shown in a list.

Drag to reorder the fields if necessary.

11. Select a Barcode Delimiter if the barcode type requires one and you want to use a character such as $ instead of the default comma.

12. 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 you configure here can be used in email templates quite independently of badges.

To do so, when you’ve configure at least one barcode as described above:

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 it to the message.

3. Configuring Badge Layouts

To configure a badge layout, start as you did for barcodes.

Go to the event, click Manage on the Top Navigation Bar, and select Badges and Barcodes.

By default you are on the Badges page. Initially, the page shows a list of any badges already configured for the event.

To add a new badge layout, Add New. Give the badge a unique Name. Then 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”. Then edit the copy as described below.

When you are adding or editing a badge layout, you do so in the design section illustrated and 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 a toolbar. A template selector appears above the toolbar. 3. Barcodes and Banners – with tabs for Barcodes, Logo (i.e., any images), and Pic (the attendee's profile picture).

First select the Template from the drop-down list at the top of the Layout Editor.

Most templates are standard Avery templates for badges, adhesive labels, etc.

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, however, change it while editing a new badge up until the moment you first click Save.

To add a dynamic data field to the layout, click the spot at which 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
• Profile Fields such as First Name, Last Name, Organization, etc.
• Event Fields: Event Name, Event Code
• Profile Questions: Any custom profile questions set up for your account by an Administrator (on Account Settings > Registration > Profile Data)
• Custom Registration Questions: Any custom registration questions you have set up for the event (on Plan > Event Setup > Questions)
• Event 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. Filters include: Profile, Registration, Event, Profile Questions, or Event Questions.

If Profile Questions, Custom Registration Questions, or Event Questions are not included as filter options, none have been set up.

As illustrated above, typing “name” limits the list to four fields. Those 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 to just Event Name. This restriction happens because Event Name is the only “event field” with “nam” in its name.

Another example: 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: If you include custom questions, be sure that answers will be short enough to fit onto the badge. Answers will be truncated if they are too long to fit.

Layout Editor

In the WYSIWYG Layout Editor, the unlabeled white box in the central column contains the layout canvas.

The layout canvas lets you format added data fields.

The layout canvas also lets you add and format text.

The layout canvas also lets you add barcodes and images.

At any point, click Live Preview to see an example of the badge as it will look when printed.

Double-Sided Badges

By default, you are designing the front of a badge shown by the Front tab label at the top of the section.

For appropriate Avery templates for double-sided badges, a Back tab appears in the layout designer.

When you finish designing the front, 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 you select the Enable Auto Sizing check box, a data field shrinks to fit.

Shrinking happens if the selected font size makes the text too large to fit the width of the badge.

If the Enable Auto Sizing check box is left clear, the text wraps onto the next line. The wrapping keeps the selected font size.

Adding Text

Add text to your badge layout by typing or copying and pasting it.

Formatting Data Fields and Text

Format dynamic data fields added above.

Format custom text typed or pasted.

Formatting uses the usual controls for font family and size, color, bold, italic, alignment, etc.

Barcodes and Banners

There are three tabs within the Barcodes and Banners section on the right: Barcodes, Logo, and Pic.

From each tab, you can drag an item onto the badge layout. You can drag item corners to resize items.

Adding Barcodes

To add a barcode using the Barcodes tab of the Barcodes and Banners section:

1. Select the barcode in the drop-down list of those configured on Manage > Barcodes and Banners >Barcodes. (See Configuring Barcodes.) 2. Drag it onto the Layout Editor. Resize by dragging its corners. 3. 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 to use:

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 it from the Logo tab onto the Layout Editor.

If you uploaded multiple images, only one is visible at a time in the Logo tab. Click the < and > buttons to display the others in turn. Drag each visible 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 from the Pic tab.

Drag the placeholder onto the Layout Editor.

Resize by dragging its corners.

4. Providing Badges to Attendees

Once you have saved a badge layout, 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 that attendees can use them on their mobile devices or print them out themselves.

Printing Badges

To print badges for multiple attendees:

• Run a suitable report.
• On the Report Results screen, once you have selected the attendees for whom you want badges:
• Select a badge layout under Print Badges & Labels.
• Either 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.

(For example, by searching for them, or by clicking their link on a report.)

• Click the Print Name Badge button and then:
• Select a badge layout.
• Either 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 misaligns badges on stationery.

Emailing Badges

To attach a PDF of a badge to an email so that an attendee can use it on their mobile device 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. Any 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.

You can print On-Demand Badges from Certain Check-In.

You can also print On-Demand Badges 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 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. For example, “Buyer Badge” or “Exhibitor Badge”. 4. Select the Attendee Type. 5. Click Save.

The Badge Layout screen opens for you to design the badge.

Choose your badge size by clicking one of the standard sizes illustrated. Examples include 3.9" x 2.4" or 3.8" x 5.6". Click Add Custom Size to specify your own size.

• Maximum size: 8.5" x 11"
• Minimum size: 1" x 1"

If you create a custom size, that custom size becomes available for use on other badges.

Under Basic Elements, click dynamic data fields (DDFs) to add them to the layout. Drag added DDFs into position. Resize and format DDF text.

Under Barcode, select a barcode from the list set up on Manage > Badges and Barcodes >Barcodes. (See Configuring Barcodes.) That selection adds the barcode to the layout. Move and resize the barcode on the layout.

To add an image such as a logo:

• Click 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 the text in the text box.
• Drag and resize the text.
• Format the text like data fields in Basic Elements.

While you configure the badge, the Layout shows the badge layout as it changes.

Click Preview to display a pop-up preview. The preview replaces 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.