This guide walks you through setting up badge printing for your Hybrid or Onsite event.
Why print badges?
- Reduce the number and complexity of queues
- Reduce mistakes on credentials
- Reduce lead time for personalization
Step 1: Decide on the printer
Option A: Integrated printer (no laptop required)
Zebra and Brother offer Black & White printers that can be connected directly to the RingCentral Events Organizer app. For a complete list of supported models, refer to our guide on Hardware compatibility for RingCentral Events Onsite.
Option B: Non-integrated printer (Windows laptop required)
If your event experience requires a printer not included on the list or on-demand color printing, you can consider using RingCentral Events Print Gateway.
Step 2: Order registration consumables
Registration consumables include badges, lanyards, badge holders, etc. Consider factors such as:
- Type of printer you’ll be using
- Number of event days and overall event timeline
- Eco-friendly options, if required.
We recommend working with certified in-person logistics suppliers for the best results.
Step 2: Create and design badges
Where can you adjust this? Event Dashboard > Onsite Features > Badges
Decisions you will make when creating and designing a badge:
- Badge name(s)
- Which printer will you use?
- Which label type will you use?
- Which tickets will receive the badge?
- Will it be double-sided?
- Which components will be added?
Step 3: Decide on check-in areas
Where can you adjust this? Event Dashboard > Onsite features > Check-in Areas
Decisions you will make when creating and managing check-in areas:
- Will you have multiple check-in areas?
- Check-in area name(s)
- How will staff receive the code for setup?
Step 4: Connect a printer
Where can you adjust this? Organizer App > Side Menu > Devices
Organizer app: Connecting a printer
Important: The device running the RingCentral Events Organizer app MUST be on the same internet connection as the printer. If the Organizer App is not connecting to the printer, please verify that both devices are connected to the same network and that no security settings are blocking network communication between them.
Step 5: Enable/disable auto-print
Where can you adjust this? Organizer App > Side Menu > Event settings
Do you want to automatically print badges when scanning a QR code or completing a check-in in the kiosk mode? The auto-print is enabled by default. You can disable or enable it back any time.