ⓘ This article is for Event Organizers
In this article, we’ll take a deeper look at the Print Layer and how to customize it using attendee data, QR codes, and static text or images. If you’ve already reviewed Print Layer: The Basics, this guide will walk you through each advanced element, how to configure it, and best practices to ensure your badges print clearly and consistently.
Step-by-Step: Adding Print Layer Elements
Open the Print Layer menu
While in the badge design interface (Print Layer tab), click the green + button at the bottom of the badge.
The menu will show the available element types (Mail Merge, QR Code, Text, Image, Shape).
Mail Merge (Unique Attendee Data) – REQUIRED
When you open the Print Layer, you’ll see the default merge fields, First Name and Last Name, already populated. You can click either field to edit, format, or delete it as needed.
It’s recommended to add each field individually rather than combining multiple pieces of data into one text box.
To add additional fields, repeat the steps:
Add → Mail Merge → Edit → Remove Unwanted Field → Select field → Save.
If you plan to keep these fields, simply select either one:
Click Edit next to the field (e.g., Last Name, Company, Title)
You can adjust Font style, size and alignment of the data in the field box.
Selecting the Text Case allows you to:
Default (how the data was uploaded or filled out on the form)
Proper Case: no matter how the data is entered, it will make sure each first letter is upper and the rest lower
UPPER CASE: All letters will be uppercase no matter how the data entered in the event.
lower case: All letters will be lowercase no matter how the data is entered in the event.
Be sure to resize each text boxes' width and height to accommodate varying data lengths, such as long company names or job titles, to avoid small text (there is auto adjusting size to fit within the text field box).
Check the box for Allow Line Breaking if you want the text to be able to break into a new line instead of just auto adjusting the text size to fit on one line.
Pro Tips to Avoid Print Issues:
Select a merge field, and click the center Alignment to ensure it is truly centered.
For merge field box width, drag the sides almost all the way to the dotted, safe to print line.
Do not size the box to be on the safe to print line or go past it as it may cause issues with printing.
For merge field box the length, make sure there is enough space for the descending letters, like y g, to print.
Click Command (Ctrl) and select all merge field boxes to ensure they do not overlap.
If using a QR code, leave enough space to allow a minimum of 1" x 1" QR code image on the white space.
For fields like city and state, consider removing automatic separators (like commas) between merge fields to avoid inconsistencies with incomplete attendee data.
QR Code
From the + menu, select QR Code.
Use the built-in Expo Pass QR code if you plan to leverage Session Tracking or Lead Retrieval functionality.
If you need a Custom QR code (for external data, custom integrations, etc.), you’ll likely need to coordinate with Event Success to ensure proper formatting and functionality.
To utilize our Custom QR Codes, you will need to upload the raw data that creates the QR code from your source, into an Expo Pass custom attendee field.
You will then be able to utilize a mail merge field on the Custom QR code to pull through this unique attendee data.
Ensure your QR-code element is sized appropriately so it prints clearly and there are no issues with scanning (at least 1" x 1").
Static Text / Image / Shape (Same on All Badges)
From the + menu, select Text, Image, or Shape depending on what you need.
Use this when you want something to appear identically on every badge — e.g. a label like “Guest Of:”, a logo, an icon, a border or decorative shape, etc.
Remember: because the badges print via thermal printing, static images/shapes will print in black only (no color).
Finalize When Done
After placing all needed merge fields, QR codes, and static elements: click Save.
It’s highly recommended to preview the badge to check for spacing, overlapping fields, long text wrapping, or anything that encroaches on the “safe-to-print” boundary.
✅ Best Practices & Pro Tips
One field per box: Adding fields separately (rather than stacking many in one box) gives more control over layout and readability.
Resize for variability: Some attendee data can vary wildly (long company names, job titles, etc.), so adjust size of text boxes to accommodate.
Handle conditional data carefully: For fields like city/state — if you’re not sure data will always be present, avoid automatic punctuation that might lead to dangling commas.
Use safe zones: Keep all critical content away from the dotted line around the badge edges and printer notches so printing is clean and reliable. (This aligns with shell-layer guidelines.)
Static vs variable: Use static elements only when you want the same thing on every badge (labels, logos, shapes) — avoid mixing dynamic attendee data with static styling in the same field.
Leverage QR codes wisely: If you want session tracking or lead retrieval, use the built-in QR feature. For custom uses (external data, integrations, special formatting), coordinate with your Event Success team.