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 using Liquid markup, merge fields, and conditional logic. Here's an example that we used for guests and staff at Slate Summit 2022:
   

2. Send attendees a QR code in an email, text message, or print mailing.

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.

   

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.

   

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, TexasLabelPrinters, Dell Technologies, and others.

SJIC41P ink cartridges for the CW-C4000

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.

SJIC22P ink cartridges for the TM-C3500

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

Zebra DS2278 hand scanner

Available at Amazon, Barcode Factory, POSGuys, and others.

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.

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

Name badges

Technolutions partners with KLEERTECH 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. 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.

Other utilities

• Scanner Drivers

• Slate Desktop

• Microsoft .NET 6.0

• Scan to Connect Utility for Windows (required for Bluetooth scanners only)

Step 3: Purchasing badges

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

🔔 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.

📝 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

💡 Tip

Consult the Epson official CW-C4000 User’s Guide 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

💡 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 Detect].

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.

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

1. If you haven't already, install the required Scanner Drivers.

2. Select Install → Next → Complete → Finish.

💡 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

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.

📝 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, 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:

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.

📝 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.

💡 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

⭐ Having trouble with your printer, scanner, or the Slate Desktop App? Ask the community for help.