Home Badge Printing Designing Custom Visitor Badges

Designing Custom Visitor Badges

Last updated on Apr 25, 2026

A well-designed visitor badge serves multiple purposes: it identifies visitors at a glance, reinforces your brand, communicates visitor type through color coding, and provides a scannable QR code for verification. KyberAccess includes a full badge template editor that lets you design professional badges tailored to your organization.

Accessing the Badge Template Editor

  1. Navigate to Settings > Badges > Badge Templates from the main sidebar.
  2. You will see a list of existing badge templates (if any). KyberAccess includes a Default Badge template to get you started.
  3. Click Create New Template to design a badge from scratch, or click the pencil icon next to an existing template to edit it.

The Badge Template Editor opens in a visual drag-and-drop interface with a live preview on the right side.

Editor Layout

The editor is divided into three areas:

  • Left Panel — Field Library: All available fields you can add to the badge (Name, Photo, QR Code, Company, Date, etc.).
  • Center — Design Canvas: The badge layout where you arrange and position elements by dragging them.
  • Right Panel — Properties: Configuration options for the currently selected element (font size, alignment, color, position).

Adding Your Organization Logo

  1. In the Field Library (left panel), click Logo.
  2. The logo element appears on the design canvas.
  3. Click the logo on the canvas to select it. In the Properties panel:
    • Click Upload Logo to upload your organization's logo file (PNG, JPG, or SVG, recommended minimum 300x300px).
    • Adjust Width and Height to size the logo appropriately.
    • Set Position using the X/Y coordinates or drag the logo to your preferred location on the badge.
    • Toggle Maintain Aspect Ratio to prevent distortion.
  4. The live preview updates immediately as you make changes.

Adding Visitor Information Fields

Add dynamic fields that automatically populate with each visitor's information at check-in:

  1. From the Field Library, drag any of the following fields onto the canvas:

    • Visitor Name — The visitor's full name.
    • Company — The visitor's company or organization.
    • Host Name — The name of the person they are visiting.
    • Visit Date — The date of the visit.
    • Check-In Time — The time the visitor checked in.
    • Visitor Type — The category of visitor (Guest, Contractor, VIP, etc.).
    • Location/Floor — The area the visitor is authorized to access.
    • Badge Number — A unique sequential badge number.
    • Custom Fields — Any custom fields you have configured in your check-in flow.

  2. Select any field on the canvas to configure it in the Properties panel:

    • Font Family — Choose from available fonts (Arial, Helvetica, Roboto, or upload a custom font).
    • Font Size — Set the text size in points.
    • Font Weight — Regular, Bold, or Light.
    • Text Color — Use the color picker or enter a hex code.
    • Alignment — Left, Center, or Right.
    • Max Characters — Set a character limit to prevent text overflow on small badges.
    • Label Visibility — Toggle whether to show a label above the field (e.g., show "HOST:" above the host name).

Adding a QR Code

The QR code allows security staff to scan and verify a visitor's identity and check-in status:

  1. Drag the QR Code element from the Field Library onto the canvas.
  2. Position and resize it. Recommended minimum size is 20mm x 20mm for reliable scanning.
  3. In the Properties panel, configure:
    • Data Encoded — By default, the QR code contains the visitor's unique check-in ID. You can also include: Visitor Name, Badge Number, or a Custom URL.
    • Error Correction Level — Low, Medium, Quartile, or High. Higher levels make the QR code more scannable even if partially damaged but increase code density. Medium is recommended.
    • Foreground Color — The color of the QR code dots (default: black). Ensure sufficient contrast with the background.

Adding a Visitor Photo

  1. Drag the Photo element from the Field Library onto the canvas.
  2. Position and size the photo frame. Common sizes are 25mm x 30mm or 30mm x 35mm.
  3. In the Properties panel:
    • Shape — Choose Rectangle, Rounded Rectangle, or Circle.
    • Border — Toggle border on/off. Set border color and width.
    • Placeholder — Choose what displays if no photo was captured: a generic silhouette icon, initials, or leave blank.
    • Fit Mode — Cover (fills the frame, may crop) or Contain (fits entirely within the frame, may have whitespace).

Layout Options

Customize the overall badge layout:

Badge Orientation

  • Portrait — Taller than wide (standard for clip-on badges).
  • Landscape — Wider than tall (common for adhesive labels).

Switch orientation by clicking the Orientation toggle in the top toolbar.

Background

  1. Click on an empty area of the canvas (deselect all elements).
  2. In the Properties panel, set:
    • Background Color — Solid color using the color picker.
    • Background Image — Upload a background pattern or branded design. Set opacity to layer it behind other elements.

Grid and Snap

  • Toggle Show Grid in the toolbar to display alignment guides.
  • Toggle Snap to Grid to automatically align elements to grid lines for precise layouts.
  • Use Snap to Elements to align items relative to each other.

Layers

Elements can overlap. Use the layer controls in the Properties panel:

  • Bring to Front — Move the selected element above all others.
  • Send to Back — Move it behind all others.
  • Move Forward/Backward — Adjust one layer at a time.

Color Coding by Visitor Type

Color-coded badges let staff instantly identify what type of visitor is in the building:

  1. In the Badge Template Editor, click Visitor Type Colors in the top toolbar.
  2. A panel opens showing all configured visitor types:
    • Guest — Default: White
    • Contractor — Default: Yellow
    • VIP — Default: Gold
    • Interview — Default: Blue
    • Delivery — Default: Green
    • Restricted — Default: Red
  3. Click the color swatch next to any visitor type to change its color.
  4. Choose how the color is applied:
    • Header Bar — A colored strip at the top or bottom of the badge.
    • Border — The entire badge border changes color.
    • Background — The entire badge background changes color.
    • Text — The visitor type text is displayed in the assigned color.
  5. Click Save Colors.

When a badge is printed, the system automatically applies the correct color based on the visitor's type.

Badge Size Settings for Label Printers

Configure badge dimensions to match your label stock:

  1. In the Badge Template Editor, click Badge Size in the top toolbar.
  2. Choose from preset sizes or enter custom dimensions:
    • Dymo 30256 — 59mm x 102mm (shipping label, large badge).
    • Dymo 30336 — 25mm x 54mm (small multipurpose, compact badge).
    • Dymo 30252 — 28mm x 89mm (address label, standard badge).
    • Brother DK-1201 — 29mm x 90mm (standard address label).
    • Brother DK-1202 — 62mm x 100mm (shipping label, large badge).
    • Brother DK-2205 — 62mm continuous roll (custom length).
    • Custom Size — Enter width and height in millimeters.
  3. Set Margins (top, bottom, left, right) in millimeters.
  4. Click Apply Size.

The design canvas immediately resizes to match, and all elements adjust proportionally. Review the layout and reposition elements if needed.

Saving and Managing Templates

Saving Your Template

  1. Click Save Template in the top-right corner.
  2. Enter a Template Name (e.g., "Standard Visitor Badge", "Contractor Badge", "VIP Badge").
  3. Optionally assign it as the Default Template for one or more visitor types.
  4. Click Save.

Setting Default Templates

You can assign different badge templates to different visitor types:

  1. Go to Settings > Badges > Template Assignment.
  2. For each visitor type, select which badge template to use from the dropdown.
  3. Click Save Assignments.

When a visitor checks in, the system automatically selects the correct badge template based on their visitor type.

Duplicating Templates

To create a variation of an existing template:

  1. On the Badge Templates list, click the three-dot menu next to a template.
  2. Select Duplicate.
  3. The duplicate opens in the editor with "(Copy)" appended to the name. Make your changes and save.

Best Practices

  • Keep badges readable — Use a minimum 10pt font for names and 8pt for secondary information. Avoid overcrowding.
  • Test print before deploying — Always print a test badge on your actual label stock to verify alignment and readability.
  • Use high-contrast colors — Ensure text is legible against the background, especially with color-coded badges.
  • Include a QR code — Even if you do not actively scan badges, having a QR code provides a verification option for security.
  • Match badge size to your use case — Larger badges (Dymo 30256) work well for clip-on lanyards; smaller labels (Dymo 30336) suit adhesive name tags.
  • Review templates periodically — Update logos, colors, and layouts when your branding changes.