- 21 Oct 2024
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Badge Printing
- Updated 21 Oct 2024
- 9 minute read
- Print
- DarkLight
- PDF
Prerequisite Skills
On-demand Badge Printing is a comprehensive, self-service solution that eliminates the need for pre-printing or outsourcing to third-party event technology companies. Our system supports efficient configuration of event badges with a polished, professional look.
Customize your event badges using liquid markup, merge fields, and conditional logic. Our event badge service also lets you scan and print badges on-site, which will automatically update a registrant’s status to “Attended”.
We designed the system to ensure badges are crafted to meet your precise specifications. Here's an example, which we used for guests and staff at Summit 2022 in Nashville:
How It Works
The e-ticket, using the same QR codes already available for scanning in the Slate app, can be scanned using a wireless barcode scanner that doesn't require Wi-Fi. The scanner connects wirelessly to its docking station via USB to the tablet or via Bluetooth.
Within less than a second, printing begins using either internal stock inside the printer or fanfold stock (for the poly badges) from outside the printer.
Within about three seconds, you'll have a fully-printed name badge in full color. A live-enqueuing process ensures scanning continues and the printers are fed data in a single-document, variable-pages approach that provides continued output during the peak of check-in.
Slate can run on any Windows laptop, desktop, or tablet, such as a Surface tablet. Download the registration data for the event locally (to ensure fast printing even if the network connection is spotty) and connect to the hardware peripherals to bring this together.
Step 1: Purchasing the Required Hardware
Printer & Ink
Badge printing requires a specific printer and its own particular ink.
Epson ColorWorks CW-C4000 Color Inkjet Label Printer
Locate participating retailers on Epson's website. They can also be found at:
Dell Technologies, and others.
The CW-C4000 printer uses SJIC41P ink cartridges.
Available at Amazon, TexasLabelPrinters, Jet City Label, and others (you can purchase additional cartridges).
Epson SJIC41P Ink Cartridges:
Black – SJIC41P-MK
Cyan – SJIC41P-C
Magenta – SJIC41P-M
Yellow – SJIC41P-Y
Epson TM-C3500 Color Label Printer
The TM-C3500 is an old model that is no longer available.
The TM-C3500 printer uses SJIC22P ink cartridges.
Available at Amazon, TexasLabelPrinters, Jet City Label, and others (you can purchase additional cartridges).
Epson SJIC22P Ink Cartridges:
Black – C33S020577
Cyan – C33S020581
Magenta – C33S020582
Yellow – C33S020583
Hand Scanner (Zebra DS2278)
Available at Amazon, Barcode Factory, POSGuys, and others.
Tablet or Laptop
These can be Surface Tablets or Windows Laptops. Must run Windows 10+ with a 64-bit Intel processor. We recommend keeping this device up to date with the latest software versions and badge printing configurations.
Name Badges
Technolutions partners with KLEERTECH to offer name badges that can be used for on-site badge printing. This partnership allows us to provide timely shipment and a discount in price, as we have purchased in bulk. While multiple sizes and formats of badge stocks will eventually be supported, this partnership currently offers the following style and format:
4”x 11”
Matte poly ELC synthetic badge
Fold at 5.5”
Scan mark on back every 11”
2 slots
Step 2: Downloading the Required Software
The following software applications and drivers are required for badge printing:
Printer Drivers:
Additional C3500 Downloads (not required)
Additional C4000 Downloads (not required)
Check here for the most up to date firmware.
Scan to Connect Utility for Windows (required for Bluetooth scanners only)
Step 3: Purchasing the Badges
Before you can start printing badges, you'll need to purchase the blank labels. We provide a form in your database to purchase labels using our existing Slate Credits system:
Boxes | Labels | Credits | Cost (USD) |
---|---|---|---|
One | 1,000 | 50,000 | $500.00 |
Two | 2,000 | 100,000 | $1,000.00 |
... and so on, up to ten boxes of labels at a time. Shipping costs are included in the total.
To purchase boxes of labels:
From the main navigation in your database, click Database.
Under Communications, click Deliver Configurations.
At the top right, click Order Paper.
Complete the form. Verify a mailing or shipping address before submission.
🔔 Important!All orders are final and non-refundable. Processing will not begin unless orders are paid in full.
Step 4: Printing at the Event
Printer Setup
Before you can start printing, you must perform some initial physical setup, configure the printer settings on your Windows device, then reset the printer's media name.
Initial setup
Remove the roll of paper that was sent with the printer.
Open the front of the printer and remove the roll.
Open the back flap, remove the round piece, and snap it into the front. The round part follows the contour of the printer.
Close the printer. Leave the printer on.
Connect the Printer to your Windows device.
If you haven't already, install the appropriate Printer Driver from Epson.
Setup specific to the EPSON CW-C4000
Configure printer properties: Printer Utilities for the EPSON CW-C4000
On your Windows device, open the Start Menu > Settings > Devices > Printers & scanners.
Select EPSON CW-C4000u, then click Manage.
Click Printer Properties.
In the General tab, enter the name "EPSON CW-C4000" (without quotes).
Click OK.
From the Start menu, navigate to CW-C4000 Printer Setting. Navigating to the Printer Utilities this way provides additional options.
Click OK or Close until you reach the PrinterSetting screen.
If settings were previously configured, click Detailed settings > Initialize Printer.
Click Reset.
Click Erase. Your printer is reset to its factory settings.
Exit the settings menu.
Restart your printer.
Repeat Step 6 to navigate back to the Printer Utilities.
Select Media settings.
Configure the following:
Media source: Rear Feed (Fanfold)
Media form (detention): Continuous paper (black mark detection)
Media coating type: Matte or Synthetic
Print Quality: Normal or Speed
Select Apply Settings.
Select Detailed Settings > Printer settings.
Configure the following settings:
Power on action: No feed
Paper replacement action: No feed
Select Apply Settings.
Select Detailed Settings > Operating Time Settings.
Configure the following settings:
Power Saving Transition Time: 1 min
Media Hold Fan stop time: 1 sec
Select Apply Settings.
Select Detailed Settings > Nozzle check settings
Configure the following settings:
Trigger to Head Maintenance: 10 Clogged Nozzles
Nozzle Check Interval: 3000 labels
Cleaning after self-check: Disable
Dot Substitution: Enable
Operation at unrecoverable clogged nozzle: Ignore and continue
Select Apply Settings.
Select Detailed Settings > Advanced settings
Select New / Delete / Edit ...
Select New...
Configure the following settings:
Name: Badge
Width: 101.6
Length: 279.4
Gap: 0.0
Media source: Rear Feed (Fanfold)
Media form (detention): Continuous paper (black mark detection)
Media coating type: Matte or Synthetic
Print Quality: Normal or Speed
Select Set.
Select Close.
Exit Printer Utilities.
Configure printer properties: Printing Preferences for the EPSON CW-C4000
In Printer Properties, click the General tab.
Under Media Settings, from the Media Name list, select Custom.
Click Media Definition > New...
Configure the following settings:
Name: Badge
Dimensions:
Width: 4
Length: 11
Media Form: Continuous paper (black mark detection)
Media Coating Type: Synthetic
Print Quality: Speed
Settings For Paper Handling After Print: Cut (after printing last label)
Click OK.
Select Media Name: Badge
Click Media Detection…:
Media Source: Rear Feed (Fanfold)
Media Detection: Black mark detection
Click OK
Click Save as Favorite Setting…
Give these settings a name. Click Add.
Click Save/OK.
Reset the media name
Open the printer under its new name.
Select Edit Preferences.
Set Media Name to Badge.
Calibrate the sensor
To calibrate the sensor, follow these menu instructions:
Menu → Maintenance → Calibration → Simple Media Detect
Menu → Maintenance → Calibration → Media Detect
✨ TipIn Printing Preferences, selecting Print Preview lets you test the process. Deselect this setting on the day of the event, or whenever you want to print on the name badges.
Insert Paper
If you are using our recommended paper, follow the directions on the screen of the printer to insert the fanfold paper.
The paper should be print-side facing up. The blackmark should be facing down and leading into the printer.
Setup specific to the EPSON TM-C3500
Configure printer properties: Printer Utilities for the EPSON TM-C3500
On your Windows device, open the Start Menu > Settings > Devices > Printers & scanners.
Select EPSON TM-C3500 V2, then click Manage.
Click Printer Properties.
In the General tab, enter the name "EPSON TM-C3500" (without quotes).
Click Preferences... > Printer Utilities > Printer Setting Utility
Configure the following Media Settings:
Media Source: Fanfold paper
Media Detection: Continuous paper (blackmark)
Make sure the printer is closed, then click Apply Settings.
Follow on-screen directions to move the paper feed guide as shown in the diagram.
Turn the printer off, wait 5 to 10 seconds, then turn the printer back on.
With the printer completely closed, configure the following settings:
Printer Operation Setup:
Nozzle Check Mode: No missing dot detection mode
Click Apply Settings.
Advanced Settings > Panel Button Settings:
Enable/Disable the Cleaning Button: Disable (Recommended because it prevents the printer from starting a cleaning routine that disables the printer for its duration).
Click Apply Settings.
Advanced Settings > Operating Time Settings:
Platen Vacuum Operation Pause Time: 1 Hour
Data Standby Time: 15 seconds
Click Apply Settings.
Click Save/OK until you have exited Printer Utilities.
Configure printer properties: Printing Preferences for the Epson TM-C3500
In Printer Properties, click the General tab.
Under Media Settings, from the Media Name list, select Custom.
Click Media Definition > New...
Configure the following settings:
Name: Badge
Dimensions:
Width: 4
Length: 11
Media Form: Continuous Paper (BlackMark)
Media Coating Type: Synthetic
Print Quality: Speed
Settings For Paper Handling After Print: Auto Cut (After Every Page)
Click OK.
Select Media name: Badge
Click the Options tab. Make sure borderless printing is selected.
Click the Driver Utilities tab.
Click View Preferences. Configure the following setting:
Import/Export Settings: You can export the settings you've configured and save them to your Windows device. This can then be used to import the settings to another device.
Click Save/OK.
Calibrate the sensor
On the operation panel of the printer, select Menu → Maintenance → Calibration -> Simple Media Detect.
If it is still not detecting then do the other option, Menu -> Maintenance -> Calibration -> [Media Detect].
Scanner Setup
Performing a factory reset for each scanner
To configure a Zebra DS2278 barcode scanner for Slate, scan the following barcode once for each scanner. This barcode triggers a factory reset of the barcode scanner and adjusts settings for compatibility with Slate.

Scan this barcode with each scanner you plan to use.
If you are using a Bluetooth scanner, complete this factory reset before pairing the device to the tablet/laptop (which requires Scan to Connect Utility for Windows).
Configuring scanner settings on your Windows device
If you haven't already, install the required Scanner Drivers.
Click Install → Next → Complete → Finish.
✨ TipUse one scanner and one printer with one tablet or laptop. Physically label your hardware so you know which scanner, base, printer, and Windows device are connected.
The Scanning Process and Badge Printing at the Event
In your event, configure your Mobile Pass. This pass includes the QR code scanned at your event.
Select an individual registration on the event management page to view the merge fields and design of the Badge or Mobile Pass.
Launching the Scanner
The Launch Scanner button is on the event management page. To launch the application:
Select Launch Scanner. You are prompted to download the Slate Desktop app if you haven’t already.
Select Open Technolutions Slate Desktop. A Slate Scan App appears. The app downloads all of your badges and stores them on your local device.
Once the badges are downloaded, select the appropriate printer from the drop down.
Select Save.
Scanning badges
To begin, scan a registrant’s Mobile Pass. The Scan App displays a green screen if successful, a red screen with a registration of Unknown if a QR code is not recognized.
The name badge prints on demand and, if you enabled the cut setting in the printer setup, tears accordingly.
Navigating the registrant list
Refresh the registrant list
The registrant list loaded in the Slate Scan App does not represent live updates. Select Refresh (Synchronize) to pull in new registrations or updates. Once all registrations are loaded, begin scanning again.
📝 Note: This may take time based on your internet connection and number of registrations.
Search the registrant list
Select the Search (Lookup) icon to manually print a badge without scanning.
To search:
Click the Search icon. A list of registrations appears in a popup.
Enter the name of the registrant.
Select their name from the results.
Click Print. The name badge prints on demand.
✨ TipIf the Lookup Badge window is open, keep the cursor in the Search Registrants box while scanning.