Badge printing lets you produce a labeled visitor badge at check-in or ahead of a visit. You can configure what appears on the badge at the building level, and print individual or bulk badges directly from the bookings page.
For automatic badge printing at a VMS Kiosk, you'll also need to set up a Brother QL-820NWB label printer on your network. See Badge Printer Setup Guide for the full hardware and network setup walkthrough.
Who can do this?
Action | Global Admin | Building Admin | Coordinator / Booking Scheduler |
Configure badge printing (building settings) | Yes | Yes | No |
Print visitor badges (bookings page) | Yes | Yes | Yes |
Configuring badge printing in building settings
Before badges can print — either automatically at a VMS Kiosk or manually from the bookings page — you need to set up a badge profile for the building.
Go to Building Settings → Visitor Management
Scroll to the Badge Printing section
Toggle Enable badge printing to on — this creates a badge profile for the building
Choose which fields to display on the badge:
Visitor name — always shown; cannot be disabled
Booking time — optional
Building name — optional
Host name — optional
Check the live badge preview on the right — it updates in real time as you adjust your selections
Optionally, click Test print to open a sample badge with placeholder data in a new browser tab
Click Save to apply the badge profile
Each building has one badge profile. The same profile applies to all Kiosks assigned to that building.
You can also access badge profile settings directly from the Kiosk create or edit screen — see VMS Kiosk Setup and Management for details.
VMS Kiosk auto-printing
When badge printing is enabled for a building and a printer is configured, VMS Kiosks will automatically print a badge after each visitor checks in. Automatic badge printing works on iPad, Android, and Neat kiosks.
App version requirement: Automatic badge printing requires Kadence Visitor Management app version 26.23 or later.
Update the app via the App Store or Google Play before setup.
Hardware requirement: Badge printing requires a Brother QL-820NWB label printer connected to your network (via Ethernet or Wi-Fi) and reachable by the kiosk device.
Badges print on 62mm × 100mm landscape labels (Brother DK-1202 compatible).
The printer connects over your local network — not by Bluetooth or USB.
Kadence sends print jobs directly to the printer using its IP address, which you enter in the kiosk's settings in Kadence.
Configuring auto-print on a kiosk
Once your printer is on the network and you have its IP address (see Badge Printer Setup Guide):
Open your kiosk's settings in Kadence and find the Badge Printing section
Turn on Auto print on check-in
Choose the Badge profile to use at this kiosk
Under Printing connection, enter the Printer IP address
Click Save
If several kiosks share one printer, enter the same IP address on each kiosk. The printer address is set per kiosk, so different kiosks can also each have their own printer.
Printing badges from the bookings page
Admins, Building Admins, and Coordinators can print visitor badges directly from the bookings page — handy for pre-printing badges before visitors arrive, or reprinting when needed.
Printing a single badge
Go to the Bookings page
Find the visitor's booking
Click the print icon or select Print badge from the row actions — this works regardless of the visitor's check-in status
A pre-print review dialog will appear showing the visitor's name
If the visitor name is missing, you'll be prompted to enter it — this name is saved to the booking record so you won't be asked again on reprint
Confirm and the badge will open in a new browser tab using your OS's native print dialog
No printer is configured within Kadence for bookings-page printing — it uses your computer's existing print setup.
Bulk printing badges
Need to print badges for multiple visitors at once? You can bulk print up to 20 bookings in a single PDF.
On the Bookings page, select the checkboxes next to the bookings you want to print (up to 20)
Click Print badges from the bulk actions bar
The pre-print review dialog will show all selected visitor names
Edit or add any missing names — they'll be saved to the booking records
Confirm and all badges will open as a single PDF in a new browser tab, ready to print
Visitors with multiple bookings
If a visitor has more than one booking at the same building on the same day, their badge will display the full time span — from the earliest booking start time to the latest booking end time.
Frequently Asked Questions
Which kiosk types support automatic badge printing?
Which kiosk types support automatic badge printing?
Automatic badge printing works on iPad, Android, and Neat kiosks. All three use the same network-based setup — the printer connects over your local network, and Kadence sends print jobs to it using its IP address.
What label size does badge printing use?
What label size does badge printing use?
Badges print on 62mm × 100mm landscape labels, which are compatible with Brother DK-1202 label rolls.
Which fields can I include on a visitor badge?
Which fields can I include on a visitor badge?
You can choose to show or hide booking time, building name, and host name. Visitor name is always displayed and cannot be removed.
What happens if a visitor's name is missing when I print their badge?
What happens if a visitor's name is missing when I print their badge?
You'll be prompted to enter the visitor's name in the pre-print review dialog before the badge prints. The name you enter is saved to the booking record, so you won't be asked again if you reprint the same badge.
A visitor has multiple bookings today — what time will appear on their badge?
A visitor has multiple bookings today — what time will appear on their badge?
If a visitor has more than one booking at the same building on the same day, the badge shows the full time span — from their earliest booking start time to their latest booking end time.
Can I configure badge printing from the Kiosk setup screen instead?
Can I configure badge printing from the Kiosk setup screen instead?
Yes — the badge profile can be created or edited directly from the Kiosk create or edit screen using the Set up badge printing button. It uses the same settings as the building-level configuration.
What happens if the printer is offline when a visitor checks in?
What happens if the printer is offline when a visitor checks in?
Check-in completes normally — visitors are never blocked by a printer problem. The badge just doesn't print. Email notifications to building admins when a print fails are coming soon.
Need Help?
For support, reach out to:
📩 [email protected]
For more helpful articles see:
📚 Kadence Help Center