> ## Documentation Index
> Fetch the complete documentation index at: https://docs.goguardian.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Badge Printers

> Set up GoGuardian Visitor badge printers at kiosks and front desk computers, and choose where and when badges print.

Badge printers print a badge for each visitor and student who checks in to GoGuardian Visitor. A printer can sit beside a kiosk, at the front desk, or both, and you choose whether badges print as soon as a visitor or student checks in or only when staff print them. Printers are optional and work with or without kiosks.

A badge shows everyone in the building who each visitor or student is and why they're on site. Each form decides what its badges show, such as the visitor's or student's name, photo, destination, and host. Badges from forms that allow self check-out also include a QR code visitors and students scan at a kiosk to check out. To choose what a badge shows, see [Form Steps Reference](https://docs.goguardian.com/products/visitor/form-steps-reference.md#print-badge).

You need the Site Admin role at the site to manage printers. Staff assigned to a check-in point can add printers and print badges there from the **Front Desk**.

## Before You Begin

* **A supported printer and labels.** See [Compatibility and Requirements](https://docs.goguardian.com/products/visitor/compatibility-and-requirements.md#choose-a-badge-printer).
* **A check-in point.** Every printer belongs to 1 check-in point. See [Check-In Points](https://docs.goguardian.com/products/visitor/check-in-points.md).
* **For network printers, the same network.** The printer must be on the same network as the kiosks and computers that print to it, with the ports in [Allow Network Traffic](https://docs.goguardian.com/products/visitor/compatibility-and-requirements.md#allow-network-traffic) open.
* **On Windows, no other label printer software.** Uninstall other label printer software, such as Dymo Connect for Desktop. It can take over the printer's connection and stop badges from printing.

## Choose Where Badges Print

Choose the setup that matches how your school checks people in, or combine them.

| Setup | How it works | Set it up |
| - | - | - |
| **A printer at each kiosk** | The badge prints as soon as the visitor or student finishes checking in on the kiosk | [Add a Printer to a Kiosk](#add-a-printer-to-a-kiosk) |
| **A printer at the front desk** | Staff print badges from the **Front Desk** to a printer connected to their computer | [Add a Printer at the Front Desk](#add-a-printer-at-the-front-desk) |
| **A shared printer for kiosk and desk** | Staff print from the **Front Desk** to the kiosk's printer, so a single printer serves both | [Print to a Kiosk's Printer from the Front Desk](#print-to-a-kiosks-printer-from-the-front-desk) |
| **Staff print every badge** | Kiosks don't print. Staff print each badge from the **Front Desk**, such as after they greet the visitor | [Let Staff Decide When Badges Print](#let-staff-decide-when-badges-print) |

## Add a Printer to a Kiosk

A kiosk prints to 1 printer, connected to the kiosk device. Choose the printer on the kiosk itself, because that's where the printer connects. For the connections each kiosk platform supports, see [Compatibility and Requirements](https://docs.goguardian.com/products/visitor/compatibility-and-requirements.md#choose-a-badge-printer).

1. Connect the printer:
   * **USB:** Plug the printer into the kiosk device. On a Chromebook kiosk, allow USB printers in the Google Admin console first. See [Set Up a Chromebook Kiosk](https://docs.goguardian.com/products/visitor/kiosks.md#set-up-a-chromebook-kiosk).
   * **Network:** Connect the printer to the same network as the kiosk. On an iPad, allow **Local Network** access when the kiosk asks.
2. On the kiosk, open the printer settings:
   * **When you sign in:** If the kiosk doesn't have a printer, it asks you to **Choose a Printer**.
   * **Any other time:** Tap **More** (⋮), tap **Edit Kiosk Settings**, select your name in **Your User**, and enter your PIN in **Your PIN**. Go to **Printer Settings**. Only a Site Admin's PIN unlocks kiosk settings.
3. Select the printer. On a Chromebook, if a USB printer isn't listed, tap **Find USB Printer**, select the printer, and tap **Connect**.
4. In **Media Type**, select the labels loaded in the printer.
5. Tap **Print Sample**, and check that the sample badge prints correctly on the label.
6. Tap **Continue** on **Choose a Printer**, or **Save Changes** in kiosk settings.
7. Verify the result: In Visitor, go to **Check-In Points** and open the check-in point. Under **Printers**, the printer appears with the kiosk counted in **Connected Devices**.

If a kiosk's forms print badges and the kiosk has no printer, the kiosk shows **This Kiosk Isn't Ready** until you choose one. See [Troubleshoot Kiosks](https://docs.goguardian.com/products/visitor/troubleshoot-kiosks.md).

![Choose a Printer on a branded kiosk with a Dymo printer selected, its Media Type, a badge preview, Print Sample, and Skip or Continue](https://mintcdn.com/goguardian/vbbcOHBdrxzrcZoi/images/screenshots/badge-printers/01-choose-printer.png?fit=max\&auto=format\&n=vbbcOHBdrxzrcZoi\&q=85\&s=9c1f49e5d986b603cb79b1e85f018185)

## Set Up a Front Desk Computer to Print

A front desk computer can print to a printer connected to it, or to a kiosk's printer. To print to a printer connected to the computer, a Windows computer needs software installed first. Chromebooks and Macs don't.

### Set Up a Windows Computer

Windows front desk computers print through **Campus Front Desk Print Service**, a feature of the GoGuardian Campus installer for Windows. With it, the computer prints to USB and network printers.

1. In [GoGuardian Org Management](https://manage.goguardian.com/installations/campus), go to **Installation** → **Campus**. On the **Windows** tab, click **Download MSI** or **Download Intune Package**.
2. Install it on the computer, or deploy it with a tool such as Microsoft Intune. Keep **Campus Front Desk Print Service** selected. A front desk computer doesn't need **Campus Kiosk Application**, so you can clear it.
3. Verify the result: Connect the printer, then add it from the **Front Desk**. See [Add a Printer at the Front Desk](#add-a-printer-at-the-front-desk).

### Set Up a Chromebook or Mac

Chromebooks and Macs print to USB printers connected to them through the browser, with no software to install. Plug the printer into the computer, then add it from the **Front Desk**. The first time, click **Find USB Printer** to let the browser connect to the printer. See [Add a Printer at the Front Desk](#add-a-printer-at-the-front-desk).

To print to a network printer from a Chromebook or Mac, print through a kiosk instead. See [Print to a Kiosk's Printer from the Front Desk](#print-to-a-kiosks-printer-from-the-front-desk).

## Add a Printer at the Front Desk

Add the printer from the computer it's connected to, while printing a badge. You can use a test check-in. 

1. On the **Front Desk**, check a visitor in with a form that prints badges. When the check-in is done, the panel asks you to choose a printer for their badge.
2. Next to **Printer**, make sure the check-in point is selected.
3. Click **Add Printer**.
4. Select the printer. On a Chromebook or Mac, if a USB printer isn't listed, click **Find USB Printer**, select the printer, and click **Connect**. On Windows, printers appear without this step.
5. In **Media Type**, select the labels loaded in the printer.
6. Click **Print Sample**, and check that the sample badge prints correctly on the label.
7. Click **Add**.
8. Verify the result: The printer appears under **Printer** with **Ready** and "Connected to this computer."

The printer is available at the **Front Desk** on any computer it's connected to. On other computers, it shows **Not Connected**.

![Front Desk Print Badge panel for a checked-in visitor, with the Front Office check-in point, a kiosk printer marked Not Connected, and Add Printer](https://mintcdn.com/goguardian/vbbcOHBdrxzrcZoi/images/screenshots/badge-printers/02-print-badge-panel.png?fit=max\&auto=format\&n=vbbcOHBdrxzrcZoi\&q=85\&s=d06f443d5b244967548b5e248bca96c3)

## Print Badges from the Front Desk

Staff print badges from the **Front Desk** or the **Activity Log** when staff check a visitor or student in at the **Front Desk**, when a kiosk doesn't print, or when a badge needs to be reprinted.

* **After a Front Desk check-in:** The panel asks you to choose a printer for the badge. Select a printer and click **Print**, or click **Skip**. If the badge doesn't print, click **Retry**, or click **Change Printer** to choose another printer.
* **For 1 badge:** Under **Currently Checked In** or **Recent Activity**, click **More actions** (⋮) next to the visitor or student, then select **Print Badge**. Students appear only under **Recent Activity**.
* **For several visitors:** Under **Currently Checked In**, select the visitors, then click **Print Badges**. Badges print in order. If one fails, printing stops so you can fix the printer, then click **Retry**.
* **From the Activity Log:** Open the check-in and click **Print Badge**. **Print Badge** appears only while the visitor or student is still checked in.

Only printers that show **Ready** can be selected. Each browser remembers the last printer it used and selects it the next time. For more about the **Front Desk**, see [Use the Front Desk](https://docs.goguardian.com/products/visitor/front-desk.md).

## Print to a Kiosk's Printer from the Front Desk

Staff can print badges from the **Front Desk** to any kiosk's printer at the check-in point, so 1 printer can serve both the kiosk and the desk. This also lets Chromebooks and Macs at the front desk print to a network printer through a kiosk. There's nothing to set up: each kiosk's printer appears in the **Printer** list, with the kiosk's name below it.

* The kiosk must be online. Its printer shows **Ready** while the kiosk is online, and **Not Connected** while it's offline.
* The kiosk prints the badge right away, even if a visitor or student is checking in on it.
* If the kiosk doesn't print the badge within about 15 seconds, the **Front Desk** shows that the print failed. Make sure the kiosk is on and the printer has labels, then try again or choose another printer.

## Let Staff Decide When Badges Print

By default, a kiosk prints the badge as soon as a visitor or student finishes checking in. To have staff print every badge instead, select **Staff Print Only** in the form's **Print Badge** step. Kiosks using that form don't print badges, and staff print them from the **Front Desk** when they're ready, such as after greeting the visitor or confirming their destination.

1. In Visitor, go to **Forms** and open the form.
2. Select the **Print Badge** step.
3. Under **Additional Options**, select **Staff Print Only**.
4. Save the form.
5. Verify the result: Check in on a kiosk with the form. The kiosk doesn't print a badge, and staff can print it from the **Front Desk**.

For every **Print Badge** option, see [Form Steps Reference](https://docs.goguardian.com/products/visitor/form-steps-reference.md#print-badge).

## Test Printing Before Go-Live

Test each printer before visitors use it, so front office staff don't find a problem during a busy morning.

1. **Kiosk printers:** In Visitor, go to **Check-In Points**, open the check-in point, click the kiosk, and click **Print Sample**. The kiosk must be online. A sample badge prints on the kiosk's printer.
2. **Front desk printers:** On each front desk computer, check in a test visitor on the **Front Desk** with a form that prints badges. When the panel asks you to choose a printer, select the printer and click **Print**.
3. **Kiosks:** Check in a test visitor on each kiosk with each form that prints badges, the way a visitor would.
4. Check out the test visitors on the **Front Desk**.
5. Verify the result: Each badge prints on the right printer, fits the label, and shows the details the form includes.

## Change a Printer's Settings

To see a printer's details, go to **Check-In Points**, open the check-in point, and click the printer under **Printers**. Its page shows the **Connection**, **Model**, **Media Type**, network details, and **Connected Devices** (the kiosks and **Front Desk** that print to it).

* **Rename a printer or change its labels:** On the printer's page, click **Edit Printer**, change the **Printer Name** or **Media Type**, and click **Save**.
* **Change labels from the Front Desk:** In the **Print Badge** panel, click **Settings** next to a printer connected to this computer. Change the **Media Type**, click **Print Sample** to check the fit, and click **Save**. A kiosk's printer has no **Settings** button here, so change its labels on the kiosk or on the printer's page.
* **Use a different printer at a kiosk:** Change it on the kiosk, in **Printer Settings**. See [Add a Printer to a Kiosk](#add-a-printer-to-a-kiosk).

When you load different labels in a printer, change its **Media Type** to match, or badges won't fit the label.

![Edit Printer page for a kiosk's printer in GoGuardian Visitor, with Printer Name and Media Type](https://mintcdn.com/goguardian/vbbcOHBdrxzrcZoi/images/screenshots/badge-printers/03-printer-edit.png?fit=max\&auto=format\&n=vbbcOHBdrxzrcZoi\&q=85\&s=6445f84721f734f8b32a3a30942e5d0c)

## Archive a Printer

Archive a printer when you no longer use it, such as when you replace it.

1. Go to **Check-In Points**, open the check-in point, and click the printer under **Printers**.
2. Click **More actions** (⋮), then select **Archive**.
3. Review the message "This will remove the printer from any kiosks using it." and click **Archive** to confirm.
4. Verify the result: The printer no longer appears under **Printers**.

Kiosks that used the printer no longer have one. If their forms print badges, choose a new printer on each kiosk. See [Add a Printer to a Kiosk](#add-a-printer-to-a-kiosk).

When you unregister a check-in point, its printers are archived too.

## Troubleshoot Printing

| Problem | Cause | Fix |
| - | - | - |
| A printer connected to this computer shows **Not Connected** | This computer can't reach the printer | Check that the printer is on and its cable or network is connected. On Windows, make sure **Campus Front Desk Print Service** is installed. See [Set Up a Windows Computer](#set-up-a-windows-computer) |
| A kiosk's printer shows **Not Connected** on the **Front Desk** | The kiosk is offline, so the **Front Desk** can't print through it | Make sure the kiosk is on, awake, and online. Print to another printer in the meantime |
| A USB printer isn't listed on a Chromebook or Mac | The browser doesn't have permission to use the printer yet | Click **Find USB Printer**, select the printer, and click **Connect**. On Chromebook kiosks, allow USB printers in the Google Admin console. See [Set Up a Chromebook Kiosk](https://docs.goguardian.com/products/visitor/kiosks.md#set-up-a-chromebook-kiosk) |
| A printer isn't listed on a Windows computer | **Campus Front Desk Print Service** isn't installed, or the printer is off or disconnected | Check the printer's power and cable or network. See [Set Up a Windows Computer](#set-up-a-windows-computer) |
| A network printer isn't listed | The printer is on a different network, or the network blocks the ports printing needs | Put the printer on the same network as the device. See [Allow Network Traffic](https://docs.goguardian.com/products/visitor/compatibility-and-requirements.md#allow-network-traffic). On an iPad, allow **Local Network** access |
| The badge doesn't fit the label | The **Media Type** doesn't match the labels in the printer | Change the **Media Type**. See [Change a Printer's Settings](#change-a-printers-settings) |
| The kiosk shows **This Kiosk Isn't Ready** | The kiosk's forms print badges, and it has no printer | Tap **Open Kiosk Settings** and choose a printer. See [Add a Printer to a Kiosk](#add-a-printer-to-a-kiosk) |

If the fix needs software installed, network changes, or Google Admin console changes, contact your IT team. Tell them the printer's name and what the **Front Desk** shows. In the meantime, print to another printer that shows **Ready**.

For more fixes, see [Troubleshoot Badge Printing](https://docs.goguardian.com/products/visitor/troubleshoot-badge-printing.md).

## Resources

* [Compatibility and Requirements](https://docs.goguardian.com/products/visitor/compatibility-and-requirements.md)
* [Kiosks](https://docs.goguardian.com/products/visitor/kiosks.md)
* [Check-In Points](https://docs.goguardian.com/products/visitor/check-in-points.md)
* [Form Steps Reference](https://docs.goguardian.com/products/visitor/form-steps-reference.md)
* [Use the Front Desk](https://docs.goguardian.com/products/visitor/front-desk.md)
* [Troubleshoot Badge Printing](https://docs.goguardian.com/products/visitor/troubleshoot-badge-printing.md)


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