Badges
Design, print, and manage event badges for your guests in Evencia.
Overview
The Badges feature lets you design and print personalised name badges for the guests attending your event. You can choose what information appears on each badge — such as a guest's name, photo, or QR code — and position every element exactly where you want it using a visual drag-and-drop designer. Once your design is ready, you can print badges directly from the browser or generate a PDF file to download and print in bulk.
Badges are linked to Tags, which are the categories you assign to guests (for example "Speaker", "Attendee", or "VIP"). A badge can be linked to one or more tags, and a tag can have more than one badge — so you can create multiple badge designs for the same guest group if needed. Evencia automatically pairs the right badge with each guest.
Where to find Badges
- Open your event from the Evencia dashboard.
- In the event menu, select Badges.
You will see a list of all badge designs created for that event.
Before you start
- You need the Organizer, Event Manager, or Printer role for the event to access badges.
- Make sure you have already created at least one Tag for your event and assigned guests to it. Badges are linked to tags, so guests without a tag will not appear on any badge.
- If you want a custom background image on your badge, prepare the image file (JPG, PNG, or WebP, maximum 4 MB).
How to create a badge
Step 1 — Open the badge designer
On the Badges page, select Create Badge.
Step 2 — Name your badge and choose the paper size
At the top of the designer:
- Enter a name for the badge (for example "Speaker Badge" or "General Attendee").
- Choose a paper size from the list: A6, A5, A4, Letter, C8, CR8, or Custom (where you enter the width and height in millimetres).
Step 3 — Link the badge to one or more tags
In the left sidebar, find the Tags section. Check the box next to every tag whose guests should receive this badge design.
- A badge must be linked to at least one tag.
- You can link a badge to several tags at once — useful when multiple guest categories share the same badge layout.
- A tag can also be linked to more than one badge, so guests in the same category can receive different badge designs depending on context.
The total number of guests who will receive the badge is shown on the badge card in the list.
Step 4 — Choose what to show on the badge
In the Elements section of the left sidebar, use the toggle switches to turn on or off the following built-in elements:
| Element | What it shows |
|---|---|
| Full Name | The guest's first and last name |
| QR Code | A unique QR code that identifies the guest |
| Photo | The guest's profile photo |
Any extra information collected through your registration form (such as job title, company, or country) also appears in the Elements list once a tag is selected. Toggle these on to include them on the badge.
Step 5 — Position the elements on the badge
The large canvas in the centre of the screen shows a preview of your badge at the correct paper size.
- Drag any element to move it to a new position on the badge.
- Click an element on the canvas or in the Elements list to select it and edit its properties in the right sidebar.
- Hold Alt while dragging to bypass the centre snap guides.
The canvas includes optional helpers:
| Tool | What it does |
|---|---|
| Rulers | Shows millimetre or inch markers along the edges of the canvas |
| Grid | Displays a dot/line grid to help you align elements |
| Magnet | Snaps elements to the centre of the badge when you drag near it |
| Units | Switches the ruler and position display between mm and inches |
Pink guide lines appear on the canvas when an element is snapped to the centre.
Step 6 — Style the elements
When you click an element, the right sidebar shows its styling options.
Full Name
| Setting | What it does |
|---|---|
| Font family | The typeface used for the name text |
| Size (pt) | How large the name text appears |
| Color | The colour of the name text |
| Bold | Makes the name text bold |
QR Code
| Setting | What it does |
|---|---|
| Size (px) | How large the QR code appears on the badge |
Photo
| Setting | What it does |
|---|---|
| Size (px) | How large the photo appears on the badge |
| Shape | Square or circle crop for the photo |
Custom fields (job title, company, etc.)
| Setting | What it does |
|---|---|
| Label | The display label for the field (can be changed) |
| Font family | The typeface for that field's text |
| Size (pt) | How large that field's text appears |
| Color | The colour of that field's text |
| Bold | Makes that field's text bold |
You can also set the exact X and Y position of any element by typing values in millimetres in the position fields at the bottom of the right sidebar.
Step 7 — Set the name format
When no element is selected, the Document panel appears in the right sidebar. Use the Show complete name toggle to control how names are printed:
- On — prints the full name as entered (e.g. John Michael Smith)
- Off — abbreviates middle names (e.g. John M. Smith)
Step 8 — Add a background image (optional)
In the left sidebar, open the Background section:
- Select Upload background and choose an image from your computer (JPG, PNG, or WebP, maximum 4 MB).
- A preview of the image appears on the canvas.
- Use the Print with background toggle to decide whether the background image is included when printing or generating a PDF.
Step 9 — Save the badge
Select Save at the top right of the designer. You will return to the Badges list where your new badge appears as a card.
How to edit a badge
- On the Badges page, find the badge you want to change.
- Select the pencil (edit) icon on the badge card.
- Make your changes in the designer.
- Select Update to save.
How to print badges
There are two ways to print badges: directly in the browser, or by generating a PDF file.
Print in the browser
Select the printer icon on a badge card. A new browser tab opens showing all badges for guests with the linked tags, ready to print.
- Use your browser's print dialog (usually Ctrl+P or Cmd+P) to send the page to a printer.
- Badges print one per page at the paper size you chose in the designer.
- If the badge is linked to a large number of guests (100 or more), Evencia automatically switches to PDF generation instead of opening a browser print tab. A notification tells you to check the Generated PDFs page when the file is ready.
Print from the Guests list
You can also print badges directly from the Guests section without going to the Badges page:
- Go to Guests and select the checkboxes next to the guests you want to print badges for.
- In the bulk actions toolbar, select Print Badges.
- Evencia opens a separate print tab for each badge design linked to the selected guests' tags.
- If a tag has more than one badge design, each design opens in its own tab.
- For batches of 100 or more guests, the badges are queued as PDFs in the background instead of opening a browser tab. A notification points you to the Generated PDFs page.
Generate a PDF
- Select the file icon on a badge card, or select Generated PDFs at the top of the Badges page.
- The system queues a PDF generation job. A progress bar shows how far along it is.
- When the status changes to Ready, select Download to save the PDF to your computer.
The Generated PDFs page lists all past generation jobs. Each entry shows:
- The badge name and how many guest badges are included
- The current status (Queued, Processing, Ready, Failed)
- Progress while the PDF is being built
- The file size
- When it was generated and by whom
- How many times it has been downloaded
- An expiry notice if the file is close to being removed from storage
Regenerating a PDF
If you edit a badge design after generating a PDF, the job is marked Design changed. Select Regenerate to produce a new PDF that reflects your latest design.
If a PDF has expired (its file was removed after a retention period), select Regenerate to re-create it.
How to delete a badge
- On the Badges page, select the trash icon on the badge card.
- Confirm the deletion when prompted.
Deleting a badge does not delete the guests or their registration data. It only removes the badge design.
Fields and options at a glance
| Option | Where to find it | What it does |
|---|---|---|
| Badge name | Top bar | The internal name for this badge design |
| Paper size | Top bar | The physical size of the printed badge |
| Custom width / height | Top bar (when Custom is selected) | Exact dimensions in millimetres |
| Tags | Left sidebar | Which guest groups receive this badge |
| Elements | Left sidebar | Which information fields appear on the badge |
| Background image | Left sidebar | An image printed behind the badge content |
| Print with background | Left sidebar | Whether the background image appears when printing |
| Show complete name | Right sidebar (no element selected) | Full name or abbreviated middle names |
| X / Y position | Right sidebar (element selected) | Exact position of an element in millimetres |
| Rulers | Canvas toolbar | Shows measurement guides along the canvas edge |
| Grid | Canvas toolbar | Shows alignment grid on the canvas |
| Magnet | Canvas toolbar | Snaps elements to the page centre while dragging |
| Units | Canvas toolbar | Switches position display between mm and inches |
Common problems
I can't see the Badges menu
You may not have the required permission. Contact your event organiser or administrator to request the Organizer, Event Manager, or Printer role for this event.
The badge shows zero guests
The badge is linked to a tag that has no guests assigned to it yet. Go to the Guests section and make sure guests have the correct tag applied. If no tags have been created, set them up first.
I can't see a guest's photo on the badge
The guest must have uploaded a photo through their registration. If no photo was submitted, the photo element will be blank for that guest.
The PDF shows "Design changed"
The badge design was edited after the PDF was generated. Select Regenerate to produce an updated PDF.
The PDF shows "Expired"
The generated file was removed from storage after its retention period. Select Regenerate to re-create it.
I uploaded a background image but it doesn't print
Make sure the Print with background toggle in the Background section is turned on before printing or generating a PDF.
I can't move an element to the exact position I need
Turn off Magnet snapping in the canvas toolbar if the element keeps jumping to the centre. You can also type the exact X and Y coordinates in millimetres in the right sidebar while the element is selected.
Tips
- Use tags to create separate badge designs for different guest types (e.g. one design for Speakers, another for Exhibitors) without any extra work — the right badge is automatically matched to each guest.
- Design at the exact paper size your printer uses to avoid scaling issues.
- Use the Grid and Rulers to align elements consistently across the badge.
- Generate a PDF in advance and keep it ready so printing at the event does not require waiting for a browser to load.
- If you have exhibitor guests, a Profile QR element may appear in the Elements list. This QR code links to the exhibitor's public profile page.