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  • 1.  FAQs about 'Name Badges' in the OnArrival product

    Cvent Staff
    Posted 02-02-2022 11:26
    Edited by Ridhima Krishan 02-04-2022 00:34
    Welcome back to another edition of the Tip of the Week discussion!

    In some ways, you might say that the event check-ins set the tone for your event experience. It's similar to making a first impression in front of your attendees who would be looking forward to smooth check-ins to ensure that the day doesn't begin with confusion, long lines, and endless wait times. With this thought in mind, we wanted to talk about the 'Name Badges' feature in OnArrival to ensure you deliver a seamless experience to your audience.

    Read on to discover some frequently asked questions about this feature and hopefully, you can leverage these tips to make the most out of 'Name Badges'. Let's begin!

    • How do I keep track of the badges I've already printed?
      • If you plan on printing badges in multiple installments, Cvent won't directly tell you which badges have been printed and which have not. To get a detailed badge print history, you will need to reach out to your Account Manager and ask for RFID tracking onsite.
      • But when not using RFID, keep track by importing internal information, and then using advanced search the next time you print. To do this, you'll need to create an internal question asking whether badges have been printed or not. Once you print a portion of your badges, you will need to import the updated list of internal information, making sure to mark which ones were printed.
      • When you're ready to print your next round of badges, select the internal information question from the Advanced Filters section, then the correct Operator and Value. Once you have done that, you can continue printing the rest of your badges.

    • Where can I order custom badge stock?
      • If you're in the United States or Canada, write our preferred vendor pc/nametag at referral@pcnametag.comand include "Cvent - Event in a Box Badge Stock Request" in the subject line or place an order directly on their website. For all other countries, reach out to your Account Team. They can help get you in touch with an experienced vendor.

    • When should I use the OnArrival Name Badge badge type? 
      • Use the OnArrival Name Badge badge type when creating name badges if you'll be printing badges onsite using OnArrival Premium. However, some features are not available in the badge designer for the OnArrival Name Badge badge type. Those include event and session custom fields, conditional logic that depends on event feedback, any fee or payment data, and continuing education credit and invoice data tags. If you need to include these features on your badge, use the 'Name Badge' badge type instead, but do not add both badge types to your event. OnArrival will automatically detect the OnArrival Name Badge when printing onsite and ignore all other badge types. Lastly, keep in mind that all the OnArrival users with a Premium license can print badges onsite by purchasing or renting an Event in a Box.

    • Can I add question responses to Name Badges?

    • What's the benefit of using Secure Badge ID in OnArrival? 
      • Previously, all QR codes and badge codes were required to include a Confirmation Number from Cvent or a Ticket Reference ID from OnSite Solutions to be compatible with scanning in OnArrival. Instead, with Secure Badge ID, a unique alphanumeric identifier is auto-generated for each attendee and printed directly onto their badge from OnArrival. This feature also allows you to audit scanned badges, track re-prints, and deactivate badges using QR codes and RFID. This feature is available by request only. Reach out to your Onsite Solutions Project Coordinator or Account Team to enable it in your account. 
      • Please note that secure badges are not supported on the "Name Badge" type or any other options available within the Type dropdown. Secure Badge IDs can only be printed onsite directly from OnArrival and are not compatible with pre-printed badges from Cvent, QR codes from emails, self-prints from Kiosk Mode, or QR codes from Apple Wallet.

     

    • How do I turn on the name badge auto-preview in OnArrival?
      • Log in to OnArrival and open your event. Tap the menu icon in the top-left, then tap Settings. From the left-hand navigation menu, tap Kiosk Settings, then toggle "Preview Badge" to blue. Tap the arrow in the top-left to return to your event.

    • What is the recommended badge stock to use with Event in a Box?
      • You'll want to purchase direct thermal fanfold stock. Nothing else will work with our printers. Standard stock sizes are 3"x4" for single-sided and 6"x4" for double-sided, though you can order custom sizes. Using stock with a timing mark is highly recommended since it is the most seamless way to print at your event. You can order stock with gaps or notches as an alternative, but they are often more difficult to troubleshoot onsite. 

    • Can I edit a name badge in OnArrival?
      • First, add the fields you want to be able to edit in the Badge Printing section under Attendees > Badges and Certificates. Then, log in to OnArrival and open your event. Click Attendee List, then click the name of your attendee. Tap Badge at the top, then change the fields on the badge. To preview the badge, go to Options > Preview Badge. When you're done, tap Print Badge.

    • Why are multiple badges printing for one invitee?
      • For any invitee bringing guests, their badges will print at the same time. When guests aren't a factor, check the Type in Attendees > Badges and Certificates. If the Type is listed as "Agenda Item Ticket," a badge will print for every agenda item the invitee registered for. If the Type is listed as "Invoice," a badge will print for every order the invitee created. To change the Type, hover over the arrow to the right of the badge's name and click Edit Details. Adjust the Type, then click Save.
      • Also, be sure to confirm the Printing Format in OnArrival. Log in to the OnArrival app, open your event, then tap the menu icon in the top-left. Tap Settings, then Printer Settings. Tap the printer's name, then ensure that Printing Format is set to One-Sided.

    • Why are my badges messed up when I print from Cvent?
      • After clicking Print in the PDF, make sure "Actual Size" is selected under Page Sizing and Handling. Any other choice may result in scaling or shrinking the badges, wasting your paper in the process.

    Questions for you:

    • Which OnArrival subscription (Basic, Premium, or OnArrival 360) are you using or have used for your events? How was your experience?
    • Share your best practice for using the 'Name Badge' feature during the check-in process?

     
    Here's a friendly reminder to submit your nomination for the Cvent Excellence Awards as the deadline has been extended to February 14th, 2022. To know more, check out all our 2022 categories here

    Please Note: If you are also a Cvent Celebrity, you can grab your chance to earn 500 points for each qualified submission. So, visit this link to nominate yourself and earn the points!


    Feel free to share more tips or your thoughts on this topic below! #CventTip
    #EventApp-Building/managing
    #ManagingOn-site

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    Ridhima Krishan
    Sr. Associate, Customer Marketing
    Cvent
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  • 2.  RE: FAQs about 'Name Badges' in the OnArrival product

    Community MVP
    Posted 02-07-2022 08:59
    Hi Ridhima,
    This is great information!

    I would ask that Cvent plan an enhancement to be able to quickly tell which badges have been printed and which have not, rather than forcing users to jump through a bunch of hoops creating a custom report and trying to track it themselves. Any time we are told to "reach out to our account manager" to get something done or create a custom field and report to do something we need to do (that is relatively standard) - that is a HUGE customer dissatisfier.  

    We do love the OnArrival check-in and badge printing - it really elevates the attendee experience vs printing them ourselves and have them laying on the table for attendees to pick up.

    ------------------------------
    Lori Wildman
    Senior marketing manager
    DuCharme, McMillen & Associates, Inc.
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  • 3.  RE: FAQs about 'Name Badges' in the OnArrival product

    User Group Member
    Posted 02-10-2022 08:54
    Great tips here for managing name badges!
    I believe we had a Basic package for previous events, pretty smooth and seamless process. Our best practice is keeping it simple, easier to manage and identify if there are any issues.

    ------------------------------
    Bouran Qaddumi
    Sr Manager, Training
    Cajun Operating Company d/b/a Church's Chicken
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  • 4.  RE: FAQs about 'Name Badges' in the OnArrival product

    Community MVP
    Posted 02-10-2022 11:09
    Preprinted name badges.
    When I do my own inhouse name badge printing, I have an additional session, name badge.
    Then add everyone to that session making sure not to send an email.
    I'll scan each name badge as a session check in.
    Not sure if I eventually delete that session afterwards since I don't like that it shows up on the agenda.

    I also have an internal custom field, reprint yes.
    I'll use that to keep track of reprints.

    ------------------------------
    Steven Schlossman
    Jack of all trades. Master of none.
    BMW Car Club of America
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  • 5.  RE: FAQs about 'Name Badges' in the OnArrival product

    Community MVP
    Posted 02-11-2022 18:28
    Hi Ridhima, 

    We have OnArrival Premium and we thoroughly enjoy not having to pre-print badges anymore, especially since we always travel to venues and lugging around boxes of badges can get cumbersome. We do also enjoy having the opportunity to make edits to the badges right when people check in. Sometimes capitalization is off (all the McXyz out there know the issue well) or the person didn't indicate their pronouns during registration but wants them on the badge. 

    The one thing I wish we could when we're logged in the mobile devices' Cvent backend (iPads in our cases) is printing some blank badges, meaning a specific badge design not associated with an individual. We sometimes have unannounced guests who just need the badge so they can get into the line for food, and we don't need to register them but we do need to get them a badge. 

    Cheers,

    ------------------------------
    Béline FALZON
    Conference Program Specialist II
    California Teachers Association
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  • 6.  RE: FAQs about 'Name Badges' in the OnArrival product

    Community MVP
    Posted 02-12-2022 16:04
    Béline,
    Couldn't you duplicate one of your badges then edit any data tags from it?
    I'm still preprinting badges, and always have a supply of badges that don't have a QR code.

    I'll be preprinting name badges till the day I die. :)
    Ours must be double sided until I find new lanyards that don't flip around.
    Plus I've grown accustomed to 30mil plastic badges. Easier for me to use PCNametag for my printing.
    The double sided plastic printer I saw at connect didn't fit in our budget. :)

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    Steven Schlossman
    Jack of all trades. Master of none.
    BMW Car Club of America
    ------------------------------



  • 7.  RE: FAQs about 'Name Badges' in the OnArrival product

    User Group Member
    Posted 9 days ago
    We love our badge printing and it's made such a different to our events! On our big event we have a seires of things our guests need to select (Dietary specialties, activities to sign up for). We're able on the badge to print in small font a series of codes that let us know what their choices were so as the person is checking in and we're waiting for the badge to finish printing we can start asking if they still want to participate in XYZ and share the menus to make sure if they need a special meal card. Guests seem to think we really know it all off the top of our heads and really enhances their experience

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    Rachel
    NJ
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