---
title: Visitor Badges and Wallet Passes
summary: Print visitor badges at the kiosk — four built-in templates or custom HTML — plus Apple Wallet and Google Wallet passes with your branding.
lastReviewed: 2026-06-10
products:
  - visitor-management
status: published
---

# Visitor Badges and Wallet Passes

Meeting Room 365 helps visitors leave reception with a professional badge — printed on site, saved to a phone wallet, or verified from a QR code in email. Branding (logo, colors, layout) is under your control.

Kiosk clients: the **native iPad app** and the **simpler visitor sign-in flow** in the **Meeting Room 365** app (iOS, Android, Fire OS) both support badge printing and wallet passes. Configure templates on the Visitors portal; the native iPad app also exposes badge settings in on-device **Settings**.

## Printed badges

### Printing from the kiosk tablet

The recommended path for most lobbies is badge printing **directly from the kiosk tablet** to a **Brother QL** label printer on your **local network**. Put the Brother on Wi‑Fi or Ethernet on the same LAN as the tablet — **network printing is usually more reliable** than Bluetooth (Bluetooth is technically supported on some setups, but most sites use network).

- Enable **Wireless badge printing** on the kiosk in **Settings** on the native iPad app or on the [Visitors portal](https://visitors.meetingroom365.com) (primary path for the simpler visitor sign-in flow).
- Load visitor-label stock — default layout targets **100 × 62 mm** labels (about 3.94 × 2.44 inches), the common Brother QL visitor size.
- After check-in, the kiosk renders a badge and sends it to the printer.

Badges can include visitor **name**, **company**, **host**, **date**, and **photo** when captured. Adjust **label width**, **height**, and **content scale** in kiosk settings if names overflow or text looks small on your hardware.

How printing reaches the printer depends on which kiosk client you run:

| Client | Print path |
|--------|------------|
| **Native iPad app** (*Visitor Check-in Kiosk*) | **AirPrint** — the system print sheet. Brother QL **w** models on the network and other AirPrint-ready label printers are the most common fit. Pick the printer from the iOS print dialog (or set a default AirPrint printer on the iPad). |
| **Simpler visitor sign-in flow** (Meeting Room 365 app on iOS, Android, or Fire OS, or a browser) | **Network print** to a **Brother QL** on the LAN — direct to the printer over the network, without relying on AirPrint. |

Both paths target the same Brother QL hardware; choose network placement and the client that matches your tablets.

### Badge templates

Every kiosk ships with **four out-of-the-box badge templates** — pick one and go live without designing from scratch:

| Template | Layout |
|----------|--------|
| **Classic** | Bold *Visitor* banner with photo and details |
| **Modern** | Clean layout with photo, lighter header |
| **Minimal** | Text-focused, professional — no photo slot |
| **Split** | Two columns — photo and name left, host and date right |

Choose a template in the [Visitors portal](https://visitors.meetingroom365.com) under **Kiosks** → your kiosk → **Badge printing** (**Choose template** opens a visual picker with live previews). On the **native iPad app**, the same four presets are under **Settings** → badge options.

All templates use the same core variables — name, company, host, date, and visitor photo when capture is enabled:

| Variable | Prints |
|----------|--------|
| `{{name}}` | Visitor name |
| `{{company}}` | Visitor company |
| `{{host}}` | Host name |
| `{{date}}` | Visit date |
| `{{photo}}` | Visitor photo (when captured) |

**Custom check-in fields** can appear on the badge too. When you define custom fields on the kiosk (vehicle plate, contractor badge number, department, and so on), add placeholders to your badge HTML using each field's **ID**:

| Placeholder | Prints |
|-------------|--------|
| `{{fields.<field-id>}}` | Answer from that custom field |
| `{{custom.<field-id>}}` | Same value — alias of `{{fields.*}}` |

For example, a field with ID `vehiclePlate` prints via `{{fields.vehiclePlate}}`. Text, dropdown, and checkbox answers render as text on the label. Edit any built-in template or a custom layout in the HTML editor — placeholders are stripped if the visitor did not fill that field.

Need something different? Start from any preset and edit the **HTML** in the template editor, or paste a fully custom layout. Preview with sample data before you print at the kiosk. Support can help with complex designs the same business day.

### Receptionist reprint from the portal

Staff on the Visitors portal can open any visit and generate a **print-ready badge** again — useful when a label jammed, a walk-in skipped printing, or reception prefers to print from a **desk workstation** to whatever printer is connected to that computer (label, laser, or inkjet).

## Apple Wallet and Google Wallet

Invite emails can include **Add to Apple Wallet** and **Add to Google Wallet** links. Passes carry your **wallet logo** and **brand color** from kiosk settings.

| Pass feature | Details |
|--------------|---------|
| **QR barcode** | Encodes the invite — scannable at the kiosk or for badge verification |
| **Visitor and host** | Name, company, host, purpose, visit time |
| **Location relevance** | Pass may appear on lock screen near your site when address is configured |
| **Sign-out link** | Quick sign-out from the pass when enabled |
| **Updates** | Passes update on cancellation or significant visit changes |

Wallet passes complement printed badges — guests can check in by scanning the pass QR even if they never picked up paper.

## QR verification (no wallet required)

Even without wallet passes, every invite email includes a **QR code** linking to a mobile-friendly **badge verification** page. Security staff or hosts scan it to confirm the guest is expected today — see [Invites and hosts](./invites-and-hosts.md).

## Supported / not supported

| Supported | Not supported |
|-----------|---------------|
| **Brother QL** on the **network** from native iPad app (AirPrint) or simpler visitor sign-in flow (network print) | Meeting Room TV or Chrome extension badge flows |
| **AirPrint** from native iPad app | Proprietary badge printer lock-in — Brother QL on the LAN is the standard |
| **Network print** to Brother QL from simpler visitor sign-in flow (app or browser) | |
| Four built-in templates (**Classic**, **Modern**, **Minimal**, **Split**) with live preview | |
| Custom HTML templates (edit any preset or paste your own) | |
| Custom check-in field answers on badges via `{{fields.*}}` placeholders | |
| Badge reprint from Visitors portal to a desk printer | Per-badge licensing fees (included in location subscription) |
| Label dimension and scale tuning | |
| Apple Wallet `.pkpass` generation | |
| Google Wallet event ticket passes | |
| Photo on badge when photo capture enabled | |

## Best fit for

- **Reception areas** that want instant thermal labels at check-in without a separate badge software vendor
- **Branded visitor programs** — logo on badge, wallet pass, and verification page
- **Mixed workflows** — Brother QL at the kiosk plus portal reprint at the reception desk when needed
- **Mobile-first guests** who prefer wallet passes over paper

## Frequently asked questions

**Which printer should I buy?**  
**Brother QL** series label printers — especially **w** models with Wi‑Fi — are the most common fit. Connect the printer to your **network** (not just Bluetooth); network printing is more reliable in production lobbies. Load **100 × 62 mm** visitor labels unless you customize dimensions.

**Can I print in color?**  
Brother QL is typically **black-and-white thermal**. For color badges, staff can **reprint from the Visitors portal** to an inkjet or laser printer at the desk, or contact support for template layout help.

**Does badge printing cost extra?**  
No. Printing and wallet passes are included in the **per-location** subscription.

**iPad vs Android printing?**  
**Native iPad app:** **Visitor Check-in Kiosk** renders the badge and prints via **AirPrint** to a Brother QL (or other AirPrint label printer) on the network — configure templates and dimensions in **Settings** on the device. **Simpler visitor sign-in flow:** the **Meeting Room 365** app on **iOS, Android, or Fire OS** (or a browser) uses the same HTML templates from the Visitors portal and prints via **network print** to a **Brother QL** on the LAN. A native Android visitor app is planned for **later this year** — email [support@meetingroom365.com](mailto:support@meetingroom365.com) if you are waiting on Android-native badge printing.

**Bluetooth or network for Brother QL?**  
**Network** (Wi‑Fi or Ethernet on the same LAN as the tablet) is what most sites use and what we recommend. Bluetooth can work in some setups, but network printing tends to stay connected through a full lobby shift.

**Do I have to build a badge layout from scratch?**  
No. Choose one of four **built-in templates** (Classic, Modern, Minimal, or Split) in the Visitors portal or native iPad **Settings**. Customize the HTML only if you need logos, barcodes, or a bespoke layout.

**Can I disable printing?**  
Yes. Turn off **Wireless badge printing** on the kiosk. Wallet passes and QR verification still work.

**Where do wallet logos come from?**  
Upload a **Wallet pass logo** on the kiosk **Branding** tab (compact format, roughly 160 × 50 px). It appears on Apple and Google passes separately from the kiosk splash logo.

## Related

- [Visitor Management overview](./index.md)
- [Check-in flows](./check-in-flows.md) — when badges print in the flow
- [Customization](./customization.md) — badge template editor and branding
- [Invites and hosts](./invites-and-hosts.md) — QR and wallet links in invite email