Print Name Badges With QR Door Passes

Registration should not invent a second guest list for badges and a third for the door. Badge and Pass Maker joins three steps on one guest list: add guests, print name badges with a QR pass, and check people in by scanning.

This guide covers one job only: print signed passes and run door check from the same saved project file.

Project file is the trust root

Save the project before you print. Passes are signed with it. Open the same file on the door device so real passes are recognised. Without that file, door check cannot validate what you printed. Related: Guest List Tracker, Event Checklist Planner, Event Suite. Category: event tools.

Worked example: 80-person company summit

• Import CSV of names and companies
• Badge sheet chosen; test print on plain paper against real stock
• Door laptop opens the same project; offline check after load
• Done definition: scan test badge shows valid; reprint only after project save

Steps on Badge and Pass Maker

1. Open Badge and Pass Maker.
2. Add guests, import CSV, or try a sample then replace with real data.
3. Move to Badges and passes; choose a badge sheet layout.
4. Save the project file before downloading badges.
5. Download badges with QR passes.
6. Print a test page on plain paper; hold it against a real badge sheet.
7. Print the full set at 100% scale.
8. On event day, open Door check with the same project file.
9. Scan passes (works without internet once the page is open).
10. Remember: each export counts one usage; browsing/editing does not.

Offline door behaviour

Door check runs on the device where the project is open. Passes are not checked live across devices. For multi-door live ticket systems, use dedicated ticketing instead.

Common mistakes

• Printing badges, then editing the guest list without re-exporting.
• Forgetting to save/copy the project to the door laptop.
• Fit-to-page printing that misaligns badge stock.
• Expecting cross-device live counts without a heavier system.
• Closing the tab without a project file backup.

Limits and good to know

• Guest list stays in the browser tab; erased on close unless you save the project.
• Among FreeDailyPro’s 300+ professional tools, premium applications and workflow products, this is the badges + QR pass + door trio on one list.
• Suited to conferences, workshops, weddings, open days—not large paid multi-door ticket platforms.
• Guest data is not uploaded to FreeDailyPro for this flow.

Lanyard logistics

Print extras for walk-ups; keep a “void and reissue” process so a lost badge does not mean a forged pass without project control.

Walk-up guests

Leave blank badge stock and a re-export path. Add walk-ups to the project, save, print a single sheet, and keep door validation in sync.

Privacy at the door

Do not project the full guest list on a public monitor. Door staff need the tool UI, not a slideshow of emails.

Role lines on badges

Add role or company under the name when the event mixes staff, press, and guests. Door volunteers sort problems faster when the badge states the category without opening a spreadsheet.

Printer calibration

Laser printers sometimes scale subtly even at “100%.” The plain-paper hold-over test against real badge stock catches that before you waste a full box of inserts.

Lost badge protocol

Mark the old pass as void in your process notes, add a replacement guest line if needed, re-export a single badge, and tell door staff the new QR is the only valid one. Chaos happens when both old and new scan as valid because the project still lists both.

After-event deletion

When the event ends, archive the project offline if you need attendance records, then clear browser data on shared laptops so the next client event does not open the previous guest list.

Name length overflow

Extremely long names need a smaller type tier or two-line layout. Check the five longest names in the CSV before the full badge PDF runs.

Staff badges first

Print staff and volunteer badges in a different colour band if the layout allows, so door teams spot helpers quickly.

Pronouns and preferred names

If your CSV includes preferred names, print those on the badge and keep legal names only in the private project fields. Guests notice respect; door staff still need the project to match the QR.

Backup scanner device

Charge a second phone with the project file installed the night before. Door lines form when the primary tablet hits five percent battery.

FAQ

Need internet at the door? No—once the page and project are open.

Must I save the project? Yes—signing and recognition depend on it.

Usage? Each export is one usage.

What should I archive? The final export, the settings you used and a dated one-line note, so a reprint starts from the same inputs.

Run a mock check-in the day before

Take five badges from the printed set and scan each at the door device with the project loaded. Confirm each shows as valid, then scan one a second time to see how a repeat scan is reported. Brief the door team on what each message means. A short rehearsal is the best way to find a project file problem, a printer scaling issue or a slow device while there is still time to fix it.

Plan the badge stock count

Count your guests, add walk-ups, staff and spares, and order at least ten percent more stock than you need. Running out of badge inserts on the morning of an event is a stress you can avoid. Store the unused stock in the same box as the printed set so the next event starts with a known inventory.

Hand the door team a one-page guide

Write four lines on a card: how to open the project, how to scan, what to do when a pass will not scan, and who to call for help. Laminate it if you can. Volunteers forget instructions under pressure, and a card at the table keeps the queue moving without anyone interrupting you.

Keep the first hour calm

Open the door device early, confirm it can read the project and scan a test badge, and keep a printed alphabetical list as a fallback. The first hour sets the mood for the day, and a smooth start depends far more on preparation than on the tool.

Closing next step

Save project, test print, then full badge run. Open Badge and Pass Maker.

Need a guest CSV template for badge import? Tell us on the contact page.