Changing a Guest's Badge Template
Sometimes a guest's badge doesn't look right when printed. The name might be too long for the label, or the guest may need a different badge design (e.g., a VIP sticker or a speaker designation). The Check-in App lets you change a guest's badge template on the spot – no need to go back to the web browser.
When to change a badge template onsite
| Scenario | Why change the template |
|---|---|
Long guest or company names | Switch to a template with a smaller font size (2–4 pixels smaller) so the name fits properly on the label |
Last-minute VIP upgrade | Assign a VIP badge template to recognize the guest |
Wrong template assigned | The guest was imported with the incorrect template |
Special request | A guest needs a different badge format for accessibility or other reasons |
How to change a badge template for a guest
- Open the Check-in App and select your event.
- Find the guest (use search or scroll through the guest list).
- Tap on the guest's name to open their profile.
- Tap the Edit button.
- Look for the Badge Template dropdown.
- Select the new template from the list.
- Tap Save.
The guest's badge template is now updated. Any future prints will use the new template.
How to re-print after changing the template
After saving the new template, you can immediately print a corrected badge:
- With the guest's profile still open, tap 🖨️ Print Badge.
- The badge will print using the newly assigned template.
💡 Pro tip: This gives you a super fast way to fix guest badges on the spot – no matter the use case. Edit, save, print. Done.
Example scenario
The problem: A guest named Christopher Alexander Hamilton has a very long name. When you print their badge, the name is line breaking or too small to read.
The solution:
- You have prepared a "Long Name Badge" template with a font size 2 pixels smaller than your standard template.
- Open the guest's profile in the Check-in App.
- Tap Edit.
- Change the Badge Template dropdown from "Standard Badge" to "Long Name Badge."
- Tap Save.
- Tap 🖨️ Print Badge again.
Result: The guest receives a clean, readable badge – fixed in under 30 seconds.
Important notes
- The badge template dropdown only shows templates that have been created in your account (see Creating badge templates).
- If you do not see a template you expect, it may not have been created yet, or you may not have permission to use it.
- Changing the template does not affect the guest's check-in status or any other data.
- You can change a guest's template as many times as you need.
Pro tips
- Create a "Long Name" template before your event. Having a template with a smaller font size ready will save you time when long names appear.
- Train your team. Make sure check-in staff know how to change templates and re-print badges. It takes 10 seconds to learn and saves minutes of frustration.
- Test both templates. Before the event, print a test badge using your standard template and your long name template so you know exactly how they will look.
Related Articles
- Editing and creating badge templates
- Using the Badge Designer
- Printing badges in the Check-in App