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 (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 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.
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 [email protected] 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
- Check-in flows — when badges print in the flow
- Customization — badge template editor and branding
- Invites and hosts — QR and wallet links in invite email