Start here
Your job, in 30 seconds.
The kiosk does the work — it scans a code, checks the guest in, and prints their badge. You're there to welcome people, help them scan, hand over badges, and sort out the occasional hiccup.
- Welcome each guest and bring them to the tablet.
- Help them check in — scan their QR code (steps below), or register them if they're a walk-in.
- Hand over the badge from the printer once it prints.
- If something looks wrong, try the quick fixes — and if it's still stuck, call your lead. Don't change any settings.
The main job — start to finish
Checking a guest in.
- Greet them as they walk up. A quick "Welcome! Do you have your QR code?" is all it takes.
- Ask for their QR code. It's in their confirmation email (the subject usually has the event name) — they just need it on screen.
- Tap Scan QR Code on the tablet to open the camera.
- Help them scan. The camera is on the right side of the screen — have them hold the QR code up to it, screen facing the tablet, steady, about a hand's width away. Keep it flat and well-lit.
- Wait for the result. The badge prints in a few seconds — about 3 seconds on a thermal printer, or 8–11 seconds for a full-colour A6 inkjet badge. Watch the screen.
- On the green Success! screen, point them to collect their badge from the printer.
- The screen resets on its own — you're ready for the next guest.
Spring Product Summit 2026
Registration
Scan your QR code, or tap Register, to receive your name badge
Register
Scan QR Code
Scan QR Code
Position the QR code within the frame
Cancel (28s)
Success!
Name badge printed for
Dr. Amara Osei
Northwind Robotics
Please collect your name badge from the printer
Kiosk — scan prompt → camera → success
No badges at this event? Some events are check-in only. If yours doesn't print badges, the guest is done the moment they're checked in — there's nothing to collect, just welcome them through.
Didn't reach Success? See what the screens mean — most often it's Badge Queued (checked in, prints shortly), Already checked in, or a code that wouldn't read (try the quick fixes).
Thermal badges — tear, don't pull. The thermal printer doesn't cut the badge — it tears off. To remove it, pull it sideways (left-to-right or right-to-left) in one quick, firm motion for a clean edge. Never pull it straight out of the printer — it won't tear cleanly and can jam or rip the next badge.
No code, or taking too long to find it? Don't hold up the queue. Follow your event's instructions — either send them to the manual counter, or look them up by name (long-press the logo). Some organisers would rather guests go to the manual counter, so check what your team wants on the day.
Walk-ins
No QR code? Register them on the spot.
If a guest isn't booked (or can't find their code), they can sign up right at the kiosk — when Register is enabled for your event.
- Tap Register on the welcome screen.
- Help them fill in the short form (name, email, and whatever your event asks for), and tick the terms box.
- Tap Register & print badge.
- They're checked in and the badge prints — the same green Success! screen as a scan. Hand over the badge.
No Register button? This event is scan-only — look the guest up instead, or check with your lead.
Can't scan?
Look someone up by name.
No QR code, taking too long to find it, or a code that just won't read? Depending on your event's instructions, either send the guest to the manual counter, or look them up here yourself. To look them up you'll need the kiosk PIN (your lead has it).
- Press and hold the event logo at the top of the screen for about 1.5 seconds.
- Enter the kiosk PIN when prompted.
- Search by name and tap the right guest.
- Check them in (and re-print their badge if needed) right there.
This only opens guest lookup & check-in — it does not exit kiosk mode or open settings, so guests can't get into anything. When you're done, just go back.
Reading the screen
What each screen means.
The kiosk is honest — it never shows "Success" unless a badge actually printed. Here's how to read what you see.
- Success! (green). Checked in and the badge printed — hand it over. Prints take about 3s (thermal) or 8–11s (inkjet A6).
- Badge Queued. They're checked in, but the badge couldn't print yet (printer busy or off). No action needed — it prints automatically once the printer is back. If they're waiting, check the printer (see quick fixes).
- Duplicate Check-in Detected. They've already checked in. If they need another badge, tap Reprint Badge and enter the kiosk PIN.
- Not recognised / not approved. The code didn't match an approved guest. Ask them to confirm it's the right email/event, register them as a walk-in, or call your lead.
Something's wrong?
Quick fixes — try these first.
Most problems are small and take seconds to fix. Work down this list before calling anyone.
- The camera won't read the code. Wipe the camera lens (on the right of the screen) — it smudges easily. Make sure the QR is flat, bright, and held steady about a hand's width away. Turn up the guest's phone brightness.
- A handheld / Bluetooth scanner isn't reading. Check it's powered on and still paired (Bluetooth on). Toggle it off and on, then try again.
- Nothing's happening / it can't connect. Check the tablet's Wi-Fi is connected and that it's charged or plugged in. A flat or unplugged tablet is the most common cause.
- The badge didn't print. Check the printer is on, has labels/paper, and isn't flashing an error light. If you saw Badge Queued, it prints itself once the printer's ready.
- Still stuck? An admin can open Settings → System → Run Health Check to see exactly which printer or connection is down — then escalate.
Out of labels or ribbon
Reloading labels & ribbon.
The badge printer (Zebra ZD420t) is thermal transfer, so it uses a label roll and a ribbon. Both swap in under a minute — watch the walkthrough for each. If you haven't been shown how, check with your lead first.
Label roll
Watch 0:00–1:26 for the label roll — the rest of the clip covers other steps.
Ribbon (ink)
Waste-roll tip: the ribbon video shows sticking a tab to start the waste (take-up) roll — but some of our ribbons come with the waste roll already attached, so you can skip that step and just load it.
A few reminders: use the correct label roll + ribbon for this event, make sure the cover clicks fully shut, then press FEED once to confirm a label advances cleanly. Badges tear off sideways — never pull one straight out. If it jams or won't feed, don't force it — call your lead. Anything already checked in prints automatically once labels are back.
When to get help
When to call your lead.
Please don't change any settings or printer configuration. Call your lead or the event admin if: a printer is still offline after the quick fixes, you keep seeing the same error, the tablet is frozen or won't wake, or you're ever unsure. It's always better to ask.
FAQ
Common questions.
- A guest can't find their QR code. It's in their confirmation email (search the event name). If they can't find it or it's taking too long, follow your event's instructions — send them to the manual counter, or look them up by name (long-press the logo).
- It says they're already checked in. They're all set. If they need another badge, use Reprint Badge (kiosk PIN required).
- The badge printed with the wrong details. Don't hand it over — note it and tell your lead. An admin can correct the guest's details and re-print.
- The tablet is frozen. Wait a few seconds (it may be printing). If it stays stuck, tell your lead — don't try to restart or exit it yourself.
- How do I exit the kiosk / get to settings? You don't — that's locked for admins on purpose. Guest lookup (press & hold the logo) is the only staff tool you need.
- The printer ran out of labels. See Reloading the label roll for a quick video — do it if you've been shown how, otherwise call your lead. Anything already checked in prints once labels are back.