ID Badge / Name Badge Template for Mail Merge
A versatile badge template perfect for employee ID cards, conference name tags, event badges, and visitor passes. Whether you are onboarding 200 new employees, printing name tags for a 1,000-attendee conference, or issuing visitor badges for a corporate campus, this template handles bulk generation with precision. Each badge is personalized with the individual’s name, photo, title, and a unique QR code or barcode for identification and check-in.
When to Use This Template
This template is designed for any scenario where you need to produce a large number of badges or ID cards with consistent branding but unique personal data:
- Employee ID badges — Generate company ID cards with photos, job titles, and employee numbers for new hires or annual reissues
- Conference name badges — Print personalized attendee badges with names, organizations, and QR codes for scanning at registration desks
- Event wristband or badge inserts — Create badge inserts for trade shows, expos, and multi-day events with attendee-specific information
- Visitor and contractor passes — Issue temporary badges for guests, vendors, and contractors with time-limited access details
- Student ID cards — Produce school or university identification cards with student photos, grade levels, and ID numbers
- Membership cards — Generate membership or loyalty cards for gyms, clubs, and organizations with member photos and barcodes
If you are designing badges one at a time in a graphics tool and printing them individually, this template eliminates that repetitive work entirely.
Template Fields
| Field | Description | Example | Spreadsheet Column |
|---|---|---|---|
| Full Name | Person’s display name | Dr. Amara Okafor | full_name |
| Job Title | Role or position | VP of Engineering | job_title |
| Company Name | Organization or employer | Acme Corp | company_name |
| Department | Team or division | Product | department |
| Employee ID | Unique identifier | EMP-20250417 | employee_id |
| Photo | Headshot or portrait image | amara_okafor.png | photo |
| QR Code | Check-in or verification URL | https://event.io/check/12345 | qr_code |
| Barcode | Scannable ID code | EMP-20250417 | barcode |
| Event Name | Conference or event title | Tech Summit 2025 | event_name |
| Badge Type | Access tier or category | Speaker | badge_type |
Field Mapping Guide
- Organize your spreadsheet — Each row is one badge. Include columns for every field you want to personalize:
full_name,job_title,company_name,photo,qr_code, and any others relevant to your use case. - Place fields visually — Drag each field onto the PDF canvas at the exact position where it should appear. The person’s name is typically the most prominent field, centered on the badge. The photo usually appears in the top-left or top-center.
- Choose the right render type — Use text for names, titles, and IDs. Use the image type for the
photofield — it scales to cover the bounding box width while maintaining aspect ratio. Use the QR code type for check-in links and the barcode type for employee IDs. - Size the photo field carefully — Create a square or portrait bounding box for the photo. The image fills the width and maintains its aspect ratio, so use a consistently cropped headshot for the best results across all badges.
- Preview before merging — Generate previews with several different rows to verify that photos align correctly, QR codes are scannable, and long names fit within the badge layout.
Tip
For event check-in QR codes, create a URL pattern in your spreadsheet like https://yoursite.com/checkin/ATTENDEE-001. Event staff scan the badge with any QR scanner to instantly pull up the attendee’s registration record.
Info
Image fields scale to cover the bounding box width with maintained aspect ratio, aligned to the top-left corner. For uniform-looking badges, crop all photos to the same aspect ratio before uploading. Supported formats: PNG and JPEG.
Design Tips
- Use the CR80 standard size (3.375×2.125”) for ID cards — this fits standard badge holders and slot punches
- Make the name the largest text — it should be readable from 3–4 feet away for networking events
- Use high-contrast colors — dark text on a light background ensures readability; avoid placing text over busy background patterns
- Include a color-coded tier strip — design different colored bands or borders in the PDF for badge types (VIP, staff, speaker, attendee) and use a consistent visual language
- Leave a clear zone for the QR code — place it in a corner with white space around it so scanners can read it easily without glare from lamination
- Add a hole-punch marker — if using badge holders with clips or lanyards, mark the punch location on your template so you know where the design may be obscured
Customization Tips
- Upload photos as a batch — Name photo files to match a spreadsheet column value (e.g.,
john_smith.png). Upload them all to a media album and Mergram matches filenames case-insensitively, with or without the.png/.jpgextension - QR codes for access control — Map a column with unique URLs or encrypted tokens to the QR code field. Each badge becomes a scannable credential for door access or session tracking
- Barcodes for legacy systems — If your organization uses barcode scanners for time tracking or access control, add a barcode field mapped to the employee ID. Code 128 is widely supported
- Conditional badge types — Use spreadsheet formulas to assign badge types based on registration level (e.g.,
=IF(ticket_tier="VIP","VIP","General")) and map the result to thebadge_typefield - Dual-sided badges — Create a two-page PDF template: page 1 for the front (photo, name, QR code) and page 2 for the back (policies, emergency contacts, barcode). Both pages are filled with the same row’s data
Common Use Cases
Corporate employee badges: A company onboards 150 new hires quarterly. The HR spreadsheet includes name, title, department, and employee ID. Headshots are taken during orientation and uploaded to a media album. All 150 badges are generated in one job, ready for lamination.
Conference name badges: A tech conference expects 2,000 attendees. The registration spreadsheet includes name, company, ticket tier, and a unique check-in URL. Badges are generated with tier-specific color bands and scannable QR codes for fast registration desk check-in.
University student IDs: A university issues ID cards to 5,000 incoming students. Each card includes the student’s photo, name, student ID as a barcode, and the college name. Photos are submitted in advance and matched by student ID filename.
Bulk Generation Workflow
- Design your badge layout in Canva or your preferred tool
- Prepare a spreadsheet with one row per person
- Upload photos to a media album with matching filenames
- Place dynamic fields — name, photo, QR code, barcode
- Generate up to 100,000 badges in one job
- Download as individual PDFs or a combined file for batch printing
Get Started
Upload your badge design and attendee or employee data to Mergram. Place your fields, upload your photos, and generate your first batch of personalized badges.