💡 Beta: Badge printing is currently in beta.
With the Badge Builder you can:
Personalize badges with guest names, guest tags, and confirmation numbers
Display registration form responses and imported guest list data
Add logos, images, and your own text
Add a check-in QR code
Choose a print option
Export a PDF to print before your event. Print on a standard office printer, Avery-compatible badge stock, or through a commercial print vendor. Best for large events and full-color designs.
Print on demand at check-in. The RSVPify Desktop App prints a single adhesive label as each guest checks in, using a compatible Brother QL label printer. Best for events where guests get their badge on arrival.
❗ Important: Printing from a Brother QL printer supports black only (plus red on compatible media), and background colors aren't supported. For complex full-color designs, use the PDF export option instead.
Open the Badge Builder
Go to Check-In, then Settings.
Select the Badging tab.
The Badge Components panel is on the left, where you choose what appears on the badge. The badge preview is on the right, with your template name and save options above it and your saved templates below it. Badges are 82 mm x 62 mm.
Design your badge
Choose components. Turn any component on in the Badge Components panel to add it to the badge, or turn it off to remove it. Drag and drop components to reorder them. The preview shows a sample guest ("John Smith") until real badges are generated.
Available components:
Full Name: The guest's full name (on by default)
First Name: The guest's first name only
Last Name: The guest's last name only
Guest Tags: The tags assigned to the guest, such as VIP or Speaker
Confirmation Number: The guest's confirmation number
QR code: A check-in QR code for RSVPify check-in and guest identification. It isn't a lead-capture code and isn't intended for exhibitor lead-retrieval systems.
Event Name: The name of your event
Image/logo: A logo or graphic you upload
Static Text: Text that appears on every badge
Text Box: A text area you can type into
Custom questions: Merges guests' answers to questions asked in your registration form
Custom fields: Merges the custom data fields you imported with your guest list
Position and resize elements. Drag text, your image/logo and the QR code into position on the preview, and resize them by dragging the corner.
Tip: split first and last name. Many organizers turn off Full Name and use First Name and Last Name on separate lines. This works well for longer names and lets you style each field on its own, including font size, weight, and alignment.
What to include for different events
Keep designs clean and avoid overcrowding badges. Details like company, job title, and graduation year come from Custom questions or Custom fields.
Conferences: Full Name, Company, Job Title
Schools and universities: Full Name, Graduation Year, Affiliation
Networking events: First Name, Last Name, Company
Galas and fundraisers: Full Name, Guest Tags
Save and manage badge templates
Enter a name for your template in the field above the preview.
Select Save Template.
Saved templates appear in the Templates row below the preview. Select one to open and edit it, or select + New Template to start a new design. Select Delete to remove the template you're editing.
Many organizers keep separate templates for general guests, VIPs, and staff.
Export badges for bulk printing
Export a PDF if you prefer to print badges before your event. This option works well for large events where badges are prepared before guests arrive.
Create and save your badge template.
Select Export Badges at the top of the Badge Builder. The Generate PDF window opens.
Choose your template and page settings:
Template: The saved template to print
Paper size: The page size for the layout (A4, A3, or Letter)
Page Padding: Set in mm
Badge Padding: Set in mm
Show cutting lines: On by default, with a color box to change the line color
Show badge border: On by default, with a color box to change the border color
Select Generate PDF, then download the file.
Print exported badges on a standard office printer, Avery-compatible badge stock, or through a commercial print vendor.
Print badges on demand at check-in
For events where guests get their badge on arrival, RSVPify prints a single adhesive badge label as each guest checks in, using a compatible Brother QL label printer. The label uses the template you select and can be applied to clothing or slipped into a badge holder.
This workflow is ideal for conferences, networking events, fundraisers, alumni events, corporate meetings, and events with walk-up registrations or last-minute guest changes.
Supported printer and labels
RSVPify currently supports Brother QL label printers. We recommend the Brother QL-820NWB with 2-3/7" x 100' (62 mm continuous roll) label stock.
Set up on-demand printing
Install the RSVPify Desktop App on your Windows or macOS computer.
Open the app, sign in, select your event, and open the Settings tab to configure badging. Connect your Brother QL printer and confirm the app recognizes it.
Select the badge template you'd like to use for on-site printing, or create and save a new one.
Run a test print before your event to confirm printer connectivity, badge layout, label sizing, and text readability.
Choose whether badges print automatically after each check-in or manually as needed.
Print or reprint a badge
Use these steps to print a badge manually, or to reprint a lost or damaged badge.
Open the Check-In tab.
Select the guest.
Select Print Badge.
A single badge label is sent directly to the connected Brother printer.
Need more help? Get support from our Community Forum.
Find answers and get help from the RSVPify Support team and our community.