How to create unique visitors ID badges: A complete guide

create unique visitor ID badges that enhance security, processes, and contribute to a safer workplace environment.

What are visitor badges?

Badges are often seen in workplaces and schools to help spot visitors easily. Sometimes, even employees have to wear them as per company rules.

Visitor badges can be used for a specific time or just one visit. They’re great for security and can stop people who shouldn’t be there from getting in. They also make sure everyone entering the building has been screened for health, which is important to stop COVID from spreading.

A typical badge shows the visitor’s full name. It might also include details like who they’re visiting, the company they’re from, a photo, the date of the visit, a QR code, health and security symbols, labels for different types of visitors, or even a Wi-Fi code.

What are the benefits of offering badges to your visitors?

  1. Your visitors must wear name tags all the time for security reasons.
  2. If there’s no single entrance and exit, it’s easy for strangers to get in unnoticed. But without a badge, security or office workers can easily spot them.
  3. Badges help identify guests, especially if their picture is on them. If someone doesn’t have a badge, they probably didn’t check-in and shouldn’t be there.
  4. It’s important to put a date on badges to stop visitors from using old ones to get in later.
  5. Visitor badges can be faked, so for more security, make them unique with a QR code from a visitor management system. Visitors can only enter after scanning the code at reception.

Visitors’ passes in the pandemic era 

During the pandemic, ensuring safety is crucial. Businesses must check all visitors and staff to keep everyone safe.

Regular temperature checks and contact tracing are vital for preventing the spread of COVID-19.

Building a professional image of your company

Printing badges at the reception helps create a good impression. Badges can feature your company’s colors, logo, and useful details.

Including guest Wi-Fi codes and host names on badges makes visits smoother for our clients.

Integrating the badges with a visitor management system

Previously, badges were made by hand at the reception. A basic template was used, and the receptionist wrote down each visitor’s name. However, this method is outdated for a few reasons:

  1. It makes the check-in process slower.
  2. It’s prone to errors (like misspelling names).
  3. It lacks a professional appearance.
  4. It limits the amount of information on the badge.

But now, with a visitor management system, badges are printed automatically. They can include more helpful details. This saves a lot of time for both the receptionist and the guest.

Creating different badge designs for different types of visitors

Using a visitor management system, you can recognize various visitors at the front desk, like contractors, interviewees, or clients. The system can print distinct badges for each visitor type.

5 quick badge-design tips:

  1. Use colors that match your brand’s look.
  2. Keep it simple with just a few colors.
  3. Make sure there’s enough room for all the info, like long names.
  4. Pick a font that fits the design.
  5. Keep the background white for a clean look and to save ink.


Creating unique visitor ID badges is crucial for managing visitors efficiently. By following these steps, you can ensure your badges are effective:

  1. Understand the purpose of the badge and what information it should contain.
  2. Utilize a visitor management system to customize badges for different visitor types.
  3. Keep badge design simple and consistent with your brand’s style guide.
  4. Provide enough space for all necessary elements, such as names and affiliations.
  5. Choose appropriate fonts and colors that enhance readability and visual appeal.
  6. Consider using a white background to maintain a clean look and reduce printing costs.

By implementing these guidelines, you can create unique visitor ID badges that effectively serve their purpose while maintaining a professional appearance.