Setting Up and Troubleshooting Badge Printers
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Visitor badges are an important part of Visitor Management, allowing guests to be easily identified and providing a quick way to confirm check-in using QR codes, barcodes, or logos. With badge printing enabled, visitors receive a physical pass when they arrive on site, making the check-in process more secure and streamlined. This article provides step-by-step instructions for setting up a badge printer within Visitor Management, along with detailed troubleshooting tips to help resolve the most common issues. In this article: Setting Up Your Badge Printer Visitor Management Check-in, Badge, and Photo Settings Troubleshooting Badge Printing Issues When to Involve Your Building/Tenant IT Team Setting Up Your Badge Printer Connect and install the printer Plug in your badge printer and connect it to your workstation. Install the correct printer drivers. (Note: Your building/tenant IT team may need to be involved here if installation permissions are restricted.) Enable badge printing in Visitor Management Go to Visitor Settings > Check-in, Badge, and Photo Settings. Toggle Enable visitor badge printing at this site to Yes. Select a badge format Badge formats determine what appears visually on each printed badge: QR Code – prints a scannable code for quick check-in and access (recommended). Barcode – prints a linear barcode, often used with legacy scanning systems (code 39 or code 128). Logo Only – prints only the building or property logo. (Note: requires the property logo to be uploaded under Property Info.) Choose a visitor pass method This setting controls how visitor passes are generated in the system: Random – the system generates a unique random code for each visitor. Linear – a sequential number is assigned, one per day. Range – allows you to set a specific range of codes that badges will pull from. 👉 In most cases, “Random” is the best choice for security and consistency. Adjust badge format and size Measure your physical badge using a ruler. Example: standard badges are often 4.00 in (width) x 2.30 in (height). Enter these dimensions into the Badge Width and Badge Height fields. Save your settings and run a test print. ⚡ Fine-tuning badge layout If the badge elements (photo, QR code, logo, text) don’t look aligned, you can fine-tune placement: Spacing between photo and QR code – In some cases, the image and QR code may appear too far apart. Try narrowing the overall badge width slightly (e.g., from 4.00 in → 3.95 in) to pull elements closer together. Cut-off edges – If text or images are cut off, adjust custom margins in the printer settings (especially the left margin). Centered layout – Make sure the badge orientation is landscape, not portrait, so all elements appear in the intended layout. Scaling – Leave scaling at default. If you’re tempted to shrink/enlarge via scaling, double-check badge dimensions and paper type first, as scaling usually introduces inconsistencies. Visitor Management Check-in, Badge, and Photo Settings In the same panel (Visitor Settings > Check-in, Badge, and Photo Settings), you’ll find additional options that affect how visitor credentials and badges behave. These are important to review when setting up your badge printer: Activate Visitor Credential on Check-in Yes: A visitor’s pass only activates when they check in on-site. No: Passes are active immediately when created. 👉 Best practice: set to Yes for tighter security. Treat a Multi-day Visit as a Single Pass Yes: One pass covers the entire duration of a multi-day visit. No: The visitor must check in daily. 👉 Recommended: choose No unless you need continuous access for long-term visitors. Take Visitor Photo on Check-in Yes: The system will prompt staff to capture a photo when the visitor checks in. This photo will automatically be printed onto the visitor badge alongside the QR code, barcode, or logo. Once enabled, this is not optional — all badges will include a photo. No: No photo is taken, and the badge will only display the selected format (QR code, barcode, or logo). Use Check Out Feature Check-in only: Visitors are logged on arrival but not departure. Check-in and Check-out: Tracks both entry and exit, creating a more detailed visitor log. 👉 Use for compliance-heavy or high-security environments. Enable Visitor Badge Printing at this Site Must be Yes for badge printing to function. Unlocks Badge Format, Width/Height, and Visitor Pass Method fields described above. Troubleshooting Badge Printing Issues Badge prints, but size is incorrect Paper type Most issues are caused by the wrong paper type being selected. In printer settings, confirm the paper type. Look for a name that includes Badge Printing. Note: This may differ from the “recommended” paper size found online for your printer model. Margins Use custom margins to pull in the left margin so badge text isn’t cut off. Adjust the right margin if needed, but usually the left side is the main issue. Orientation Make sure the printer is set to landscape, not portrait. Scaling Keep scaling at default. If the correct paper type is selected, scaling changes should not be necessary. Badge Settings If a badge is printing across two pages, re-check height and width in Visitor Management settings. Ensure values are not swapped. Badge is not printing at all Printer selection Confirm the correct badge printer is selected. Some stations have multiple printers—try each available option. Paper check If the printer is making noise but not printing, ensure it has paper loaded. Printer hardware Open the printer and check for debris or badge fragments that may cause smudges or jams. Additional troubleshooting notes Brother badge printers do not work well with Safari. Use Google Chrome for best results. Having a photo on the badge vs. only a QR code does not affect badge size or printing. If scaling appears to help but the badge looks inconsistent, re-check that the correct paper type is selected instead of relying on scaling adjustments. When to Involve Your Building/Tenant IT Team During initial installation (driver downloads and setup may require admin access). If you cannot adjust printer settings or device settings due to security restrictions.
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