How to Print Name Badges from Bookwhen

Bookwhen can export an attendee list for a specific schedule entry or broader attendance data from the Bookings area. Use the export that matches the event and date you are printing, then create one clean row for each badge.

Verified July 2026 Bookwhen’s current help centre supports CSV exports from the attendee list and broader attendance or booking reports. Availability of live attendance tracking can depend on plan.

Choose between two useful export routes

Export one event’s attendee list

• Open the Scheduling page.
• Select the relevant entry.
• Choose Attendees.
• Review or sort the attendee list.
• Open Options.
• Select Export to CSV.

Official reference: Bookwhen: export the attendee list.

Export several dates or entries

For a broader report, open Bookings, apply the relevant start and end dates and other filters, then choose Options → Export attendances (CSV). Bookwhen’s current documentation says the attendance report contains attendee information for the selected period.

Keep the event name, start date or entry column in the production sheet so the finished badges can be grouped correctly.

Official reference: Bookwhen: export data to CSV.

Attendance data versus booking data

A booking can contain more than one attendee. For badges, use the file that provides one row for every person expected to wear one. Booking-level reports are useful for payments and order administration, but attendance-level data is usually the safer production source.

Prepare the CSV

Useful columns can include:

• Attendee first and last name
• Event or class name
• Event date and start time
• Organisation, school or company
• Participant type
• Instructor or staff role
• Booking reference or internal badge ID

Remove payment data, addresses and form answers that are not intended for public display.

Handle courses and recurring sessions

A participant may attend several dates in a course. Decide whether they need:

• one reusable badge for the whole course;
• a date-specific badge;
• a badge naming the course rather than the individual session;
• a different badge for instructor, assistant or attendee.

Use a dedicated Badge Event column instead of relying on a long raw event title that may not fit the design.

Import into BadgeFlow

Import or paste the cleaned file, map each column to the badge layout and choose the finished size. BadgeFlow can generate badges from Excel, Google Sheets or CSV and export a print-ready PDF.

See name badges from Google Forms and Google Sheets, name badges from Excel and print name tags from Excel.

Choose a workshop or training template

Small workshops often need only a large name and organisation. Professional training may also need the course name, cohort, instructor role or certification category. Keep the front easy to read and place detailed instructions elsewhere.

Create staff and instructor badges

Add a participant-type column with values such as Attendee, Instructor, Facilitator or Staff. Use a written role label and a clear visual treatment. Avoid making staff badges so different that they appear to belong to another event.

Adhesive tags or holder inserts?

Adhesive name tags are convenient for one-off workshops. Reusable holders are better for multi-day courses, institutions and recurring programmes. Review printable customisable name-tag templates and the Avery-compatible guide.

Generate and check the PDF

Update registrations

Export as close to the agreed print deadline as practical. For late bookings, maintain a small supplemental file rather than regenerating and reorganising the entire batch.

Troubleshooting

The same person appears on several dates

This may be correct for a course. Decide whether you need one badge per participant or one per attendance before removing duplicates.

The export contains bookings rather than people

Use the attendance export or the entry’s attendee-list export.

The class title is too long

Create a shorter badge label in a separate column rather than shrinking every other element.

Example: weekly course versus one-off workshop

For a one-off workshop, export the specific schedule entry and create one badge per attendee. For a six-week course, decide whether the same badge will be reused. If it will, print the course name and participant identity rather than one specific date. If each session has different access or instructors, a date-specific batch may be more appropriate.

Map Bookwhen fields to badge content

Children, guardians and group bookings

Bookwhen is often used for classes and family activities. Confirm whether the attendee field represents the child, guardian or buyer. The badge should identify the person who will wear it. Do not automatically print a child’s full details or other personal information without considering safeguarding and the event’s policy.

For school or youth activities, use the minimum information needed for identification and keep emergency or medical data in a separate protected process.

Prepare several classes in one production run

• Export attendances for the full required date range.
• Create a short badge-event label for each class.
• Add a sort key combining date, venue and attendee surname.
• Generate separate PDF batches by class or location.
• Pack and label each batch before moving to the next.

This prevents identical participant names from different sessions being mixed together.

Privacy and file handling

Attendance exports may include contact information, booking answers and customer identifiers. Create a cleaned badge file containing only the fields required for printing. Restrict access to the raw export and remove local copies from shared laptops after the event.

Print workflow for recurring organisers

Keep a documented template specification containing the badge dimensions, paper product, printer tray, scaling setting and approved font sizes. For every new event, copy only the design logic—not an old attendee file. Import the new Bookwhen export and run the same physical proof process.

Quality-control checks for Bookwhen exports

Check the final production file for blank attendee names, cancelled or transferred attendances, duplicated booking references and records outside the intended date range. Compare the number of badge rows with the Bookwhen attendance report for every entry.

Keep the original CSV untouched and create a separate production workbook. Add a status column such as Ready, Needs Review or Exclude so unresolved records cannot accidentally enter the print run.

Example plan for a training provider

A provider running five workshops across two venues can export the full date range, then add a short venue code and session label. Generate one PDF per venue and date, pack each batch separately and give instructors only the records for their session.

Instructor badges can share the same design but use a clear “Instructor” role band. Participants attending several sessions may need one reusable badge or several date-specific badges depending on access and distribution.

Using Bookwhen data for adhesive badges

For short classes or community sessions, adhesive stock can reduce setup time. Match the exact sheet template, print at actual size and test the adhesive on suitable fabric. Keep the design simple because smaller adhesive formats have limited room for course names and long attendee names.