Badge Printing

Create and manage badge presets to print physical visitor badges directly from HqO Admin.

Overview

Badge Printing lets your front desk staff print professional visitor badges at check-in. Admins configure presets that define what information appears on the badge and how it is laid out. One preset is designated as active and used for all badge printing. Navigate to HqO Admin > Operations > Visitor Management and select the Badge Printing tab to manage presets.

How presets work

A badge preset is a saved configuration that controls the layout and content of a printed visitor badge. You can create multiple presets (for example, different layouts for different buildings or visitor types), but only one preset can be active at a time.

When a staff member prints a badge at the front desk, HqO uses the currently active preset to generate the badge automatically from the visitor's check-in data.

Create a preset

Go to HqO Admin > Operations > Visitor Management > Badge Printing.
Click Create preset.
Enter a Preset name to identify the configuration.
Select the badge fields to include (see Customize badge fields below).
Arrange the field order using the drag handles.
Click Save preset.

Edit a preset

On the Badge Printing tab, locate the preset you want to update.
Click the Edit icon (pencil) next to the preset name.
Update the name, fields, or field order as needed.
Click Save preset to apply your changes.

⚠️ Note: Editing the active preset takes effect immediately for all future badge prints. In-progress check-ins are not affected.

Customize badge fields

When creating or editing a preset, choose which fields appear on the badge. Available fields include:

Field	Description
Visitor name	Full name of the checked-in visitor
Host name	Name of the employee the visitor is meeting
Company	Visitor's company or organization
Visit date	Date of the visit
Visit time	Scheduled or actual check-in time
Photo	Visitor photo captured at check-in
QR code	Unique QR code tied to the visit record
Building	Building name
Custom text	Free-text label (e.g. "VISITOR", a floor number, or a building rule)

Toggle each field on or off and drag to reorder. The Preview panel updates in real time as you make changes.

Preview and test print

Before activating a preset, preview exactly how the badge will look:

Open the preset in edit mode.
Review the live Preview panel on the right side of the editor — it shows a sample badge with placeholder data.
To test with real data, click Test print and select a recent visit from the list.
Confirm the badge looks correct on your printer before setting the preset as active.

Set the active preset

Only one preset can be active at a time. The active preset is used for all badge printing at the front desk.

On the Badge Printing tab, locate the preset you want to activate.
Click the Set as active toggle next to the preset name.
The toggle turns on and the preset is marked Active. Any previously active preset is automatically deactivated.

💡 Tip: Archive unused presets instead of deleting them so you can reactivate them later if needed.

Print a badge at the front desk

Once a visitor has checked in, front desk staff can print their badge in one click:

Go to the Visits tab in Visitor Management.
Locate the checked-in visitor in the list.
Click the Print badge button (printer icon) in the visitor's row.
HqO generates the badge using the active preset and sends it to the connected printer.
Confirm the badge printed correctly and hand it to the visitor.

⚠️ Note: Badge printing requires a compatible label printer connected to your front desk workstation. Contact your HqO account team for supported printer models.

Print status messages

After triggering a badge print, HqO displays a status message:

Message	What it means
Badge sent to printer	The print job was successfully sent. Check the printer for output.
Print failed — printer offline	The printer is not connected or powered on. Check the connection and try again.
Print failed — no active preset	No preset has been set as active. Go to Badge Printing and activate a preset before printing.
Print failed — missing visitor data	Required badge fields are empty for this visit. Verify the visitor's check-in record is complete.

FAQ

Can I have different presets for different buildings? Yes. Create a separate preset for each building and switch the active preset when needed. Only one preset can be active at a time, so coordinate with your team if multiple buildings share the same admin account.

Can I reorder the fields after saving? Yes. Open the preset in edit mode, drag the fields into the new order, and save.

What printer do I need? HqO supports a range of label and badge printers. Contact your HqO account team for a current list of supported models and setup instructions.

Can visitors print their own badges? No. Badge printing is a front desk action performed by building staff after a visitor checks in.

What happens if I deactivate a preset without setting a new active one? The Print badge button remains visible but print jobs will fail with a "no active preset" error until a new preset is activated.

Need help?

Contact your HqO account team or email appsupport@hqo.co.