Set up a badge pass template

Learn how to create a badge pass template so you can print a pass when someone signs in to your location. You must have the Administrator user role to manage badge passes.

How it works

Badge passes allow you to identify visitors quickly, see important information about them, and give added security to your site.

You can set up as many badge passes for visitors, employees, and contractors as required for different kiosks. You can only print one badge pass template per kiosk for visitors and contractors, but you can have multiple templates for employees. This gives you flexibility around those employees that need badge passes.

Badge pass templates

There are several badge pass templates to choose from. Each template has a different layout and may contain different information. Some templates only allow either a logo or photo to display. In this case, these fields will be automatically switched off in the template.

Make sure you select the correct printer and badge pass size before choosing your template and options.

Information options

Field Description
Person’s name The name the person entered during sign-in.
Photo Photo captured on sign-in by kiosk or receptionist webcam.
Name of organization Where the visitor or contractor is from. When creating an employee badge pass, you can only use organization or title, not both.
Title The title of the employee. Available for employee badge passes only. When creating an employee badge pass, you can only use Organization or Title, not both.
Department The employee’s department in OnLocation. Available for employees only.
Date and time of sign in Recorded by the kiosk or Sign In/Out Manager.

Used to automatically sign out the person. You must have a scanner set up on your kiosk for this to work.

Your badge pass will include a Code-128 1D barcode. It is used for alphanumeric or numeric-only barcodes. It can encode all 128 characters of ASCII and, by use of an extension character (FNC4), the Latin-1 characters defined in ISO/IEC 8859-1.

QR code Only available with the Brother 101x62mm template with the barcode along the bottom of the label.
Badge number

The badge pass number. This is recorded in the system and can be checked using the People Presence report.

Host name The employee that the visitor or contractor selected as their host. You can edit the field name that appears on the badge when this is enabled. Available for visitor and contractor badge passes only.
Duration on-site  Will appear when pre-printing a label for pre-registered visitors only. The date and time are taken from their pre-registration.
Evacuation assistance

If the person needs help in an evacuation, a cross icon will show.

Use purpose of visit as the tag  Only appears if the purpose of visit question is enabled in Sign In/Out Questions. Available for visitors and contractors only.
Increase top margin Creates spaces for a punch hole to be made at the top of the label for use with a lanyard or similar.
Default tag name Displayed on the badge pass unless a purpose of visit tag is used.


Set up a template

To create a badge pass template:

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Badge Passes.
  3. Click Create a New Badge Pass, then select the type of badge pass.

  4. Choose your printer.
  5. Select your printer's label size.
  6. (Optional) Select Yes to enable the default Sign In/Out Manager label option. This is required if you want this badge pass to be printed from Sign In/Out Manager.
  7. Enter the Badge Pass Name. This will be used to identify the badge pass when activating in your kiosk and when in the Badge Passes menu. 
  8. Click Select Template to choose the templates available with the chosen badge pass size.
  9. (Optional) Use the With Visitor Photo switch to see what the passes look like with visitor photos or logos or both when applicable.
  10. Click on the template, then click Select.
  11. If you'd like a logo to print on the pass, click Upload Logo then select the file.  This must be a JPG or PNG file.
  12. Use the switches to choose which information you want to appear on your badge pass.
  13. Click Test Print Label to check the pass. You will need to have your printer connected to print a test label.
  14. Once you're happy with the layout, click Save & Close.


Video: Set up a visitor badge pass template

Next step: If you need to print badge passes at a kiosk, make sure you add badge pass rules in Sign In/Out Questions and update your kiosk settings with the new template.