---
title: "Badge Printing"
slug: "badge-printing"
description: "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."
tags: ["Badge Printing", "Epson", "Launch Scanner", "Label Printer", "Mobile Pass"]
updated: 2026-08-11T18:53:55Z
published: 2026-08-11T18:53:55Z
canonical: "knowledge.technolutions.net/badge-printing"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://knowledge.technolutions.net/llms.txt
> Use this file to discover all available pages before exploring further.

# Badge Printing

Slate offers on-demand **badge printing**, a comprehensive, self-service solution that eliminates the need for pre-printing or outsourcing to third-party event technology companies.

## How it works

1. **Design a badge.** [Customize your event badges](/v1/docs/event-mobile-passes-badges) using Liquid markup, merge fields, and conditional logic. Here's an example that we used for guests and staff at [Slate Summit 2022](/v1/docs/slate-innovation-summit-2022-presentation-slides): [![Example_Badge_-_Summit_2022.png](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13326066363035.png)](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13326066363035.png)
2. **Send attendees a QR code** in an [email, text message, or print mailing](/v1/docs/event-communications-overview).
3. **Scan their QR code at the event.** The e-ticket 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.

[![Scanner_and_Badge.jpg](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/14043177835931.png)](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/14043177835931.png)
4. **Their badge prints.** 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.

[![Printer_Printing_Badge.jpg](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/14043181668123.png)](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/14043181668123.png)

## Step 1: Purchasing required hardware

### Printers and ink

Badge printing requires a specific printer and its own particular ink.

#### Epson ColorWorks CW-C4000 Color Inkjet Label Printer (Matte)

Locate participating retailers on [Epson's website](https://epson.com/For-Work/Printers/Label/ColorWorks-CW-C4000-Color-Inkjet-Label-Printer-%28Matte%29/p/C31CK03A9981), [TexasLabelPrinters](https://texaslabelprinters.com/products/label-printers/epson-colorworks-c4000-label-printer/), [Dell Technologies,](https://www.dell.com/en-us/shop/epson-colorworks-cw-c4000-label-printer/apd/ac052053/printers-ink-toner) and others.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13822001184155.png)

[Epson ColorWorks CW-C4000 Color Inkjet Label Printer](https://epson.com/For-Work/Printers/Label/ColorWorks-CW-C4000-Color-Inkjet-Label-Printer-%28Matte%29/p/C31CK03A9981)

#### SJIC41P ink cartridges for the CW-C4000

The CW-C4000 printer uses **SJIC41P** **ink cartridges**. Available at [Amazon](https://www.amazon.com/s?k=SJIC41P+ink+cartridge&crid=2P961DHEXLBHD&sprefix=sjic41p+ink+cartridge%2Caps%2C52&ref=nb_sb_noss_2), [TexasLabelPrinters](https://texaslabelprinters.com/products/ink-cartridges-supplies/epson-colorworks-c4000-magenta-ink-cartridge/), [Jet City Label,](https://jetcitylabel.com/products/epson-cw-c4000-ink-cartridges-sjic41p?keyword=epson%204000%20in) and others (you can purchase additional cartridges).

Epson SJIC41P ink cartridges:

- Black – `SJIC41P-MK`
- Cyan – `SJIC41P-C`
- Magenta – `SJIC41P-M`
- Yellow – `SJIC41P-Y`

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13821828376475.png)

[SJIC41P ink cartridges](https://epson.com/i/C31CK03A9981)

#### Epson TM-C3500 Color Label Printer

The **TM-C3500** is an old model that is no longer available.

![Epson_TM-C3500.png](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13328015949851.png)

[Epson ColorWorks C3500 Color Label Printer](https://epson.com/For-Work/Printers/Label/ColorWorks-C3500-Color-Label-Printer/p/C31CD54011)

#### SJIC22P ink cartridges for the TM-C3500

The TM-C3500 printer uses **SJIC22P ink cartridges**.

Available at [Amazon](https://www.amazon.com/s?k=sjic22p+ink+cartridge&sprefix=sjic22p+%2Caps%2C46&ref=nb_sb_ss_fb_1_8_retrain-deeppltr), [TexasLabelPrinters](https://texaslabelprinters.com/products/ink-cartridges-supplies/epson-colorworks-c3500-magenta-ink-cartridge/), [Jet City Label,](https://jetcitylabel.com/products/epson-tm-c3500-ink-cartridges-sjic22p?variant=24561537384512) and others (you can purchase additional cartridges).

Epson SJIC22P Ink Cartridges:

- Black – `C33S020577`
- Cyan – `C33S020581`
- Magenta – `C33S020582`
- Yellow – `C33S020583`

![SJIC22P_family_trans_690x460.png](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/13328478821531.png)

[SJIC22P ink cartridges](https://epson.com/For-Home/Ink/Epson-SJIC22P-Ink-Cartridges-for-ColorWorks-C3500/i/C33S020581)

### Zebra DS2278 hand scanner

Available at [Amazon](https://www.amazon.com/Cordless-Handheld-Standard-Presentation-DS2278-SR7U2100PRW/dp/B076N6FMFJ?th=1), [Barcode Factory](https://www.barcodefactory.com/zebra/scanners/ds2278?gclid=Cj0KCQjw-fmZBhDtARIsAH6H8qjnHutDmcdAbfU4TB5Edy0gD_WlIX1lXQ8UaG9Osw9CjRXjemBUsNwaAo2_EALw_wcB), [POSGuys,](https://posguys.com/barcode-reader-scanner_3/Zebra-DS2278_2590/?src=aw&gclid=Cj0KCQjw-fmZBhDtARIsAH6H8qhOQreJMBI1pJdlKZvcfPJrUeOaLHDkfTA3I_J59H6VXxfHvjcBS80aAmiYEALw_wcB) and others.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/image(31).png)

[DS2200 Series 1D/2D Scanner](https://www.zebra.com/us/en/products/scanners/general-purpose-handheld-scanners/ds2200-series.html)

### Tablet or laptop

We strongly encourage you to purchase a dedicated computer solely for the purpose of badge printing. These can be Surface tablets or Windows laptops. Keep your device up to date with the latest software versions and badge printing configurations.

> [!CAUTION]
> 🔔 **Important!** Your tablet or laptop must run Windows 10 or newer with a 64-bit Intel processor.

### Name badges

Technolutions partners with [KLEERTECH](https://www.kleertech.com/) to offer name badges that can be used for on-site badge printing. This partnership lets us provide you with timely shipments at a discounted price, and 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 required software

The following software applications and drivers are required for badge printing.

### Printer drivers

#### Epson CW-C4000

Download the current 64-bit CW-C4000 driver from [Epson](https://epson.com/Support/Printers/Label-Printers/ColorWorks-Series/Epson-ColorWorks-CW-C4000/s/SPT_C31CK03101). These instructions were last validated with Epson CW-C4000 driver `v1.2.0.0` on Windows 11.

#### Epson TM-C3500

Download the current 64-bit CW-C4000 driver from [Epson](https://epson.com/Support/Printers/Label-Printers/ColorWorks-Series/Epson-ColorWorks-CW-C4000/s/SPT_C31CK03101).

### Other utilities

- [Scanner Drivers](https://www.zebra.com/us/en/support-downloads/software/scanner-software/scanner-sdk-for-windows.html)
- [Slate Desktop](https://technolutions.com/slate/service/desktop/SlateDesktopInstaller.msi)
- [Microsoft .NET 6.0](https://dotnet.microsoft.com/en-us/download/dotnet/6.0)
- [Scan to Connect Utility for Windows](https://www.zebra.com/us/en/support-downloads/software/utilities/cordless-scantoconnect.html) (required for Bluetooth scanners only)

## Step 3: Purchasing badges

Before you can start printing badges, you'll need to purchase blank labels.

> [!CAUTION]
> 🔔 **Important!** All orders are final and non-refundable. Processing will not begin unless orders are paid in full.

To purchase labels:

1. Go to **Database → Slate Credits.**
2. Select **Order Badge Paper**.
3. Verify a mailing or shipping address and complete the form.

## Step 4: Configuring printer settings

### 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.

> [!WARNING]
> 📝 Note
> 
> Do not adjust cut size, media detection, or alignment on the printer’s front panel. Those settings are overwritten by the computer drivers on the next print job. Always change settings on the computer.

1. Remove the roll of paper that was sent with the printer.
2. Open the front of the printer and remove the roll.
3. Open the back flap, remove the round piece, and snap it into the front. The round part follows the contour of the printer.
4. Close the printer. Leave the printer on.
5. Connect the printer to your Windows device.
6. If you haven't already, install the appropriate printer driver from Epson.

### Setup specific to the EPSON CW-C4000

> [!NOTE]
> 💡 Tip
> 
> Consult the [Epson official CW-C4000 User’s Guide](https://files.support.epson.com/pdf/pos/bulk/cw-c4000_ug_en_rev_b.pdf) for reference when handling the printer, but remember to always make changes to printer settings through your computer or tablet, not on the printer’s front panel.

#### Configuring *Printer Utilities*

1. On your Windows device, go to **Start → Settings → Bluetooth & devices → Printers & scanners**.
2. Select **EPSON CW-C4000u,** then select **Manage.**
3. Select **Printer Properties.**
4. In the General tab, enter the name `EPSON CW-C4000`.
5. Select **OK**.
6. From the Start menu, go to **CW-C4000 Printer Setting**. Navigating to the Printer Utilities this way provides additional options.
7. Select **OK** or **Close** until you reach the Printer Setting screen.
8. If settings were previously configured, select **Detailed settings → Initialize Printer**.
9. Select **Reset**.
10. Select **Erase**. Your printer is reset to its factory settings.
11. Exit the settings menu.
12. Restart your printer.
13. Repeat **Step 6** to navigate back to the Printer Utilities.
14. Select **Media settings**.
15. 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
16. Select **Apply Settings.**
17. Select **Detailed Settings →** **Printer settings.**
18. Configure the following settings:
  - **Power on action**: No feed
  - **Paper replacement action**: No feed
19. Select **Apply Settings.**
20. Select **Detailed Settings →** **Operating Time Settings.**
21. Configure the following settings:
  - **Power Saving Transition Time**: 1 min
  - **Media Hold Fan stop time**: 1 sec
22. Select **Apply Settings.**
23. Select **Detailed Settings → Nozzle check settings**
24. 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
25. Select **Apply Settings.**
26. Select **Set**.
27. Select **Close**.
28. Exit Printer Utilities.

#### Configuring *Printing Preferences*

1. In Printer Properties, select the **General** tab.
2. Under Media Settings, from the Media Name list, select **Custom**.
3. Select **Media Definition** → **New...**
4. Configure the following settings:
  - **Name**: Badge
  - **Dimensions**:
    - **Width**: `4`
    - **Length**: `10.5` (🔔 **Important!** *This provides a 0.5 inch buffer to ensure better black mark detection*)
  - **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)
5. Select **OK**.
6. Select **Media Name: Badge**
7. Select **Media Detection…**:
  - **Media Source**: Rear Feed (Fanfold)
  - **Media Detection**: Black mark detection
  - Select **OK**
8. Select **Save as Favorite Setting…**
9. Give these settings a name. Select **Add.**
10. Select **Save/OK**.

#### Calibrating the sensor

To calibrate the sensor, follow these menu instructions:

1. Menu → Maintenance → Calibration → Simple Media Detect
2. Menu → Maintenance → Calibration → Media Detect

> [!NOTE]
> 💡 Tip
> 
> In **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.

#### Loading 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 black mark should be facing down and leading into the printer.

To avoid jams and misprints:

- Elevate the paper stack so it stays level with the feed path (use the box the paper came in or a simple riser). Paper that sits low increases jams as the stack depletes.
- Always feed the black mark first.
- If a test badge shows a large gap at the fold line, flip the paper over and feed it the opposite direction (still black-mark leading).

### Setup specific to the EPSON TM-C3500

#### Configuring *Printer Utilities*

1. On your Windows device, open the **Start Menu → Settings → Devices → Printers & scanners.**
2. Select **EPSON TM-C3500 V2**, then select **Manage**.
3. Select **Printer Properties**.
4. In the General tab, enter the name `EPSON TM-C3500`.
5. Select **Preferences... → Printer Utilities → Printer Setting Utility**
6. Configure the following Media Settings:
  - **Media Source**: Fanfold paper
  - **Media Detection**: Continuous paper (blackmark)
7. Make sure the printer is closed, then select **Apply Settings**.
8. Follow on-screen directions to move the paper feed guide as shown in the diagram.
9. Turn the printer off, wait 5 to 10 seconds, then turn the printer back on.
10. With the printer completely closed, configure the following settings:
  - Printer Operation Setup:
    - **Nozzle Check Mode**: No missing dot detection mode
    - Select **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).
    - Select **Apply Settings.**
  - Advanced Settings → Operating Time Settings:
    - **Platen Vacuum Operation Pause Time**: 1 Hour
    - **Data Standby Time:** 15 seconds
    - Select **Apply Settings**.
11. Select **Save/OK** until you have exited Printer Utilities.

#### Configuring *Printing Preferences*

1. In Printer Properties, select the **General** tab.
2. Under Media Settings, from the Media Name list, select **Custom**.
3. Select **Media Definition** → **New...**
4. Configure the following settings:
  - **Name**: Badge
  - **Dimensions**:
    - **Width**: `4`
    - **Length**: `10.5` (🔔 **Important!** *This provides a 0.5 inch buffer to ensure better black mark detection*)
  - **Media Form**: Continuous Paper (Black Mark)
  - **Media Coating Type**: Synthetic
  - **Print Quality**: Speed
  - **Settings For Paper Handling After Print**: Auto Cut (After Every Page)
5. Select **OK**.
6. Select **Media name: Badge**
7. Select the **Options** tab. Make sure **borderless printing** is selected.
8. Select the **Driver Utilities** tab.
9. Select **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.
10. Select **Save/OK**.

#### Calibrating the sensor

1. On the operation panel of the printer, select **Menu** → **Maintenance** → **Calibration** -> **Simple Media Detect**.
2. If it is still not detecting then do the other option, **Menu** → **Maintenance** → **Calibration** → [**Media Detec**t].

## Step 5: Configuring scanner settings

### Performing a factory reset for each scanner

To configure a Zebra DS2278 barcode scanner for Slate, scan the following barcode once with each scanner. This barcode triggers a factory reset of the barcode scanner and adjusts settings for compatibility with Slate.

![DS2278.png](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/ds2278.png)

*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](https://www.zebra.com/us/en/support-downloads/software/utilities/cordless-scantoconnect.html)).

### Configuring scanner settings on your Windows device

1. If you haven't already, install the required [Scanner Drivers.](https://www.zebra.com/apps/dlmanager?dlp=7b8a235653193b4c72c440110c25661656f56f5180957c98e7c0bc2144149cd156a1bc6e684725ab35632bcef45681743f9de60a9e47f4c405d517c640f32348179ce22306818fa98902826c9a01de262bb2c7e2b18e41f09fd4e3f69a38a4e84a40bbbd92dc254fe1407518b5d68884fdabbdf6be42ce9e23495a47d39822d8&c=us&l=en)
2. Select **Install** → **Next** → **Complete** → **Finish.**

> [!NOTE]
> 💡 Tip
> 
> Use 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.

## Step 6: Scanning and printing at the event

### Configuring the event mobile pass

Attendees need a Mobile Pass to attend your event.

1. In your event, configure your **Mobile Pass**. This pass includes the QR code scanned at your event.
2. Select an individual registration on the event management page to view the merge fields and design of the Badge or Mobile Pass.

📖 [Event Mobile Passes & Badges](/v1/docs/event-mobile-passes-badges)

### Launching the scanner

The **Launch Scanner** button is on the event management page. To launch the application:

1. Select **Launch Scanner**. You are prompted to download the **Slate Desktop app** if you haven’t already.
2. Select **Open Technolutions Slate Desktop**. A *Slate Scan App* appears. The app downloads all of your badges and stores them on your local device.
3. Once the badges are downloaded, select the appropriate printer from the list.
4. Select **Save**.

> [!WARNING]
> 📝 Note
> 
> The first load of a large registrant list can take several minutes. A timeout occurs after 300 seconds (5 minutes) if the internet connection is too slow.

### Scanning passes

Scan a registrant’s Mobile Pass. The Scan App displays a green screen if successful, a red screen with a registration of `Unknown` if the QR code is not recognized.

The name badge prints on demand and, if you [enabled the cut setting in the printer setup](/v1/docs/badge-printing#printer-setup), tears accordingly.

### Staffing your event

Based on events we’ve held that used Slate badge printing, including several Slate Summits, we recommended the following staffing pattern:

- Staff member with scanner stands 20–30 feet ahead of the print station, scanning QR codes as people approach.
- By the time the person reaches the desk, the badge is finished and ready to hand over.
- A second person can distribute lanyards.
- When paper is low or a jam occurs, the scanner person pauses the line and directs traffic until a test print confirms the new stock is aligned. This prevents a queue of mis-aligned badges from printing after the paper change.

Depending on the size of your event, you'll likely need:

| Event size | Number of printers | Notes |
| --- | --- | --- |
| ~300 | 2 | Comfortable; one can serve as backup |
| ~1,200 | 2–3 | Third printer useful as registration / backup station |
| 4,000+ (Slate Summit scale) | 4 | Two on each side of registration |

### 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.

> [!WARNING]
> 📝 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:

1. Select the Search icon. A list of registrations appears in a popup.
2. Enter the name of the registrant.
3. Select their name from the results.
4. Select **Print**. The name badge prints on demand.

> [!NOTE]
> 💡 If the Lookup Badge window is open, keep the cursor in the **Search Registrants** box while scanning.

### Manually printing a badge

If the scanner software cannot load the list, you can use this fallback procedure to manually print a badge:

1. Look the person up in the event in Slate.
2. Select the **Badge** button to print the badge. It still prints correctly as a badge despite being a PDF.
3. Manually mark the person as `Attended`.

### Related event check-in

Printers and scanners are designed for main-event check-in. For sessions or related events:

1. Print the person-scoped universal QR code on the badge.
2. Use the Slate mobile app (or mobile web) in check-in mode to scan that QR code.

Do not launch the badge-printer scanner software for session check-in.

## Troubleshooting badge printing

| Symptom | Likely cause | Fix |
| --- | --- | --- |
| Blank badge between every printed badge | Media length too short | Set length to `10.5` inches |
| Large gap / misaligned fold | Paper orientation | Flip the paper (keep black mark leading) |
| Content shifted on the badge | Alignment | Adjust vertical/horizontal start position in Epson utility |
| Printer works once then reverts | Settings changed only on printer panel | Always change settings on the computer |
| Scanner software errors or won’t load | Security software or outdated Windows / .NET | Use a dedicated clean machine; install updates |
| New registrant missing from scanner | List not refreshed | Click Refresh List in the scanner software |

> [!TIP]
> ⭐ Having trouble with your printer, scanner, or the Slate Desktop App? [Ask the community for help](https://community.technolutions.net/using-the-slate-community).