Using a Ticketbutler name badge printer is as easy as it gets. No need for any advanced technical abilities - just follow our step-by-step guides, and you'll be printing in no time!
Tip: see our CEO, Mads, demonstrate how the printer works in the video above ☝️
If you haven't yet read the articles on how to design your name badge label, please do so before your proceed:
- Designing your name badge label (when using Ticketbutler as a registration system)
- Designing your name badge label (when using an external registration/ticketing system)
Test, test, test!
We always recommend testing the printer before your event - latest the day before your event, and preferably also at the event location (as e.g. an underground venue or thick walls might affect the speed of the data connection, in which case we have a few solutions at hand).
How to test the printer
Easy! Just follow these few steps:
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Download the Ticketbutler app to your mobile phone (via Google Play or Apple App Store)
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Log in to Ticketbutler on your PC/laptop and click on the event in question.
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Click on the "Name badges" tab on the left hand side.
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Enter the app PIN code under the "Overview" tab into the Ticketbutler-app on your check-in device.
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You now have access to the event in the app and can e.g. see how many guests have checked in and how many still need to be checked in.
Now, follow these steps to connect the phone to the printer and start check-in:
- Turn on the top part of the printer by pressing the power button on the top until it lights up.
- Next, turn on the 3D-printed "bottom computer" by pressing once on the button to the right of the small display.
- When the bottom display says "Connect phone", the printer is now ready to be paired with the check-in device.
- Open the Ticketbutler app on your phone and click on the scan icon top right. Then scan the QR code on the back of the printer with your phone in order to pair the two.
- If the bottom display reads "Printer added", the pairing has been successful.
- Open the hatch and insert the label roll.
- Feed the end of the label roll through the printer.
- Check in via the app by either searching for the person's name under "Check in Guest by list" or by scanning the ticket QR code under "Check in Guest via camera".
Testing ideas
Feel free to test the following scenarios before the event:
1. Changes to information such as names, titles, company names, etc., at the entrance.
2. New registrations at the entrance using the "registration at the door" link.
3. Printing of fields containing unusual characters.
4. Printing of long names.
5. Switching printers during the process.
6. Rapid check-in of multiple individuals.
7. Checking the same person out and then in again.
8. Check-in using QR code scanning, if you have check-in codes for your event.
9. Check-in using the guest list in the app.
For how long can the name badge printer last without a power connection?
A Ticketbutler name badge printer can run without power for approx. 8 hours, but will print faster with both chargers connected. We recommend charging the printer right before your event - better safe than sorry 🦾
Multiple devices connected to each printer, but only one printer per device!
Theoretically, you can have an infinite number of phones connected to each printer, but each phone can only be connected to one printer at a time.
This also means that if you want to switch printers, you will have to connect your phone to the new printer by clicking on the scan icon at the top right in the app and scanning the QR code on the back of the new printer.
If there are several of you checking in a guest simultaneously on the same printer, the Ticketbutler app will simply put the print tasks in a queue, so they come out in the order in which they have been checked in.
Number of printers per event
There is no maximum number of printers per event - the only limitation is of course whether we have enough in stock, so please make sure to book your preferred amount of printers as soon as you can.
As a rule of thumb, we recommend 1 printer per 150 attendees checking in in less than an hour (and a minimum of 2 printers) ✌️
Registration at the door
Do you expect last-minute walk-ups? Great, the more, the merrier! Simply use the "Registration at the door" link for quick and easy registration.
Does an attendee have badge amendments at the door? No problem. Use the same "Registration at the door" link to register anew - or edit the attendee details in the Ticketbutler dashboard and re-print badges onsite within seconds.
How to edit in the Ticketbutler dashboard:
- Log in to your Ticketbutler dashboard and select your event.
- Click on "Guest Support"
- Search for the attendee in question
- Click on the pencil icon next to the name
- Edit and save
- Re-print immediately via the app.
Find the link for registration at the door by following these steps:
- Log in to your Ticketbutler dashboard and select your event.
- Click on the "Name badge" tab on the left.
- Click on "Registration at the door".
- Copy the link and open it on e.g. an iPad or laptop.
- Now your guests can register themselves at the door (or you can have dedicated check-in staff registering for them).
- Once your guest has clicked save, the guest list in the check-in app will automatically update.
- Print the name badge label by checking in via "Check in Guest by list".
How to reprint a label
If a label e.g. gets dirty or is crooked, simply reprint a new label by:
- Opening the Ticketbutler app
- Clicking on "Check-in Guest by list"
- Search for the attendee in question
- Click on "Check out" and then "Check in" again.
The printer will then spit out a brand new label.
How to turn off the printer
You turn off the name badge printer by holding the top power button down until the light turns orange and then off, and by double-tapping the bottom button with the blue light. Each button can be turned off independently.
Tips and tricks to ensure a good check-in flow
Queues are a thing of the past when using our name badge printing solution! However, the check-in flow can always be optimised by e.g.:
- testing thoroughly in advance, preferably alongside check-in staff.
- having the lanyard and name badge sets assembled in advance.
- having chargers in all printers as well as enough power plugs for them all (2 chargers per printer).
- having several check-in persons operating each printer (we recommend 2 - 3 people per printer).
- having one or more check-in persons walking around and guiding incoming guests forward in the queue to avoid "traffic jams".
- having the check-in and wardrobe area clearly separated so the queues don't get mixed up and cause confusion for incoming attendees.
- having e.g. signs (preferably hanging high so everyone can see them) and tape arrows on the floor to guide attendees in the right direction.
- having signs near the entrance asking guests to prepare their check-in QR codes before reaching the check-in point.
- providing some sort of waiting entertainment to ease any waiting time.
Ensure happy check-in staff (even if you're the only check-in staff!)
This goes without saying, but make sure that any check-in staff have had the chance to test the printer and have been properly briefed before the event, so they feel comfortable using the printer and can spend their energy and time on making the check-in experience a good one for your attendees.
Upon arrival, many attendees have questions about the facilities, e.g. where to find the restrooms, the wardrobe, where any stages are, if there's any coffee around, what to do if they have food allergies - you name it. And guess who these questions are usually directed at? CORRECT, the check-in staff!
So, make sure you've allied yourself with the venue staff and have had time to walk around and locate the different facilities, so you can answer confidently whenever you're confronted with a question about the venue and/or the event. Ideally, set aside at least 15 minutes for this.
Have your staff arrive in due time - we recommend an hour before check-in commences. Remember to ask them to bring chargers for their phones (if you're using your own devices and not renting Ticketbutler's check-in phones which come with chargers).
Also, make sure they have access to coffee/tea and/or water, and let them know who to contact and when if they need a hand during check-in!
Lastly, instruct your staff to greet each guest with warmth and a smile, as this will affect the overall guest experience!
(... All the above naturally still applies if you don't have any check-in staff and you're the only one checking in!)
Questions?
If you have any questions about how to use the name badge printer, contact Ticketbutler at hello@ticketbutler.io or by phone +45 89 80 12 80.