SCTE EVENT BADGE WITH QR CODE TEMPLATE

Transcription

1 0 SCTE EVENT BADGE WITH QR CODE TEMPLATE QR Code and Badge Backend Scope This document covers the backend development needed to automate the generation of QR codes and attendee information on badges by using Mail Merge in Word, using Excel as the database. It provides a zero cost solution for users that own Microsoft Office. Brandon Daniel Cascade Range Chapter Brandon_Daniel@comcast.com

2 1 Overview Generating badges and capturing training attendance at SCTE events can be difficult, frustrating, and time consuming for all parties involved. This document outlines the backend development developed by the Cascade Range Chapter to streamline badge printing and attendance tracking. Requirements Microsoft Word Microsoft Excel Agenda Name Badge Template (Size used by Cascade Range Chapter is 4¼ x 6 ) Phone with QR Scanning App or QR Code Scan Gun and Laptop Click Here for files needed to follow this tutorials instructions (The Completed Sample folder has completed files, and the Blank Files folder files can be used to follow along this overview.) Important Terms and Commands Field Code Placeholder to filter data from the Excel database to a field in Word Ctrl+F9 Generate new Field Code bracket Shift+F9 Toggle Field Code Alt+F9 Toggle between Standard and Full Code view Preparation: 1. Capture all pre-registered attendee and onsite-registered attendee information, with desired fields, into one Excel file (database). It is best to have only one person input data to the Excel database, but several people can be involved in collecting the attendee data. 2. Print all badges for the pre-registered attendees prior to the event. Onsite-registered attendees will need their badges printed onsite after arrival. 3. Download QR scanner apps to all mobile phones that will be used for scanning badges at the training rooms. Select Batch Scanning to enable faster scan collection. Assign badge scanning people to each training room. 4. Work with the active Excel database and Mail Merge Word doc on a thumbdrive, and save files occasionally, to protect from catastrophic laptop crash during the event. Step 1: Create Excel Database A. Create a new excel workbook and name the sheet. B. Create a table to house the information that you want to carry over to the badges a. Name the table columns.

3 2 b. Select the columns, click on the insert tab, select table, select My table has headers, and click ok C. **Optional** Scroll down past the amount that would attend inside of the table and enter the Participant Category options to help autofill the correct options when adding people day of event.

4 3 D. Select the first row of the Combined column and enter: a. The Combined column is where word will pull the information to turn into a QR code. Make sure that you build your table to contain the information that you need to acquire when scanning. i. **Note** If you do not have the information for a column that is combining to make the code, you MUST enter something (such as NA). Leaving a blank will break the QR generator for that badge. b. =CONCATENATE(A2,, B2,,, C2) i. This formula combines the information in the columns. ii. (A2,, B2,,, C2) Formula means: 1. A2 = (First) 2., = (Then) 3. = (Space) 4., = (Then) 5. B2 = (Last) 6., = (Then) 7., = (Comma, Space) 8., = (Then) 9. C2 = (Company) iii. **Note** This is done to allow for easy organizing of scanned codes. The result looks like: First Last, Company Instead of: FirstLastCompany E. If Excel doesn t auto format the whole column, you can manually do so now. F. Save workbook to a folder that will house both docs. **Note** Putting this folder on a thumbdrive is highly recommended! This will minimize data loss if the event computer crashes.

5 4 G. Save the badge template Word doc in the same folder. Step 2: Connect Database to Word A. **Note** Building a name badge template is a project in of itself and is not covered in this overview. The included template was developed by the Cascade Range Chapter and is a two per page, 4 ¼ x 6 badge with two-sided printing. B. Open your badge template, select Mailings tab, Select Recipients, and Use an Existing List. C. Navigate to folder that has your Database in it.

6 5 D. Select Database and Choose the sheet to use **Note** (You can have multiple sheets in your workbook. Only the one that you choose will be tied to the Mail Merge) Step 3: Insert Field Codes to Populate Badges A. Populating the Database with filler names allows the user to see how they will display on the badge, and adjust font sizes accordingly. **Note** The font sizes have been pre-tested and set for expediency of this tutorial.

7 6 B. We will be using two methods of field code entry. This tutorial will use the basic Insert Merge Field and Rules buttons for everything except the QR code generation, which will use the advanced method. C. On the badge template, bring the curser to the location where the first bit of data is desired, click on the Mailings tab, Insert Merge Field, and desired column. **Note** Make sure to set font and alignment. D. The name of the selected column will show up like this. E. Do the same for the rest of the desired outputs for both of the badges.

8 7 F. Clicking on the Preview Results button in the Mailings tab will show you how it will look. G. As you can see, the information is not changing. Next we need to add a rule at the end of the first badge, telling it to go to the next record. Put the cursor past the last entry (at the bottom of the first badge), select Rules in the Mailings tab, and pick Next Record.

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10 9 Step 4: Advanced Field Coding for QR Code Generation A. Generating QR Codes require advanced entry methods. Included with the standard code, switches are used to further refine the output. B. In the badge template, place the cursor at the desired location for the QR code, and make sure that you are not in preview mode (You shouldn t see the Jane Doe or John Deer). C. Press Ctrl+F9 D. This produces { }. **Note** Manual typing of the brackets will not allow you to make the field code, you have to use Ctrl+F9. a. Inside of the brackets enter (be sure to include spaces): {MERGEBARCODE Combined QR \s 60 \h 1 \q H} E. Do the same for the other badge and hit Preview Results. F. The coding will display as «Combined QR Code». To edit it, right click on it and select Toggle Field Codes. a. {MERGEBARCODE Combined QR \s 60 \h 1 \q H} break down i. MERGEBARCODE - Insert data as barcode

11 10 ii. Combined - Use data from Combined column iii. QR - Barcode type iv. \s - Size (Range is ) v. \h - Height in TWIPS units vi. \q - Error correction level of QR code (L,M,Q,H) Step 5: Printing Badges A. Select Finish & Merge button on the Mailings tab and select Print Documents. B. Select From: To: and enter the range that you want to print. C. **Note** When selecting the range to print, compensate for the header row in the database. In the picture below, rows 2-7 are records 1-6. Similarly, rows 5-6 are records 4-5. This will allow you to keep the record of printed badges, while allowing the ability to add and print new badges. **Example** If only row 7 needs to be printed, enter From: 6 To: 6. **Record Number = (Row minus 1)** D. Select printer and make sure that it is set to do 2-sided printing. **Note** If the day of event printer does not have two-sided printing available, preprinting the backside of the badges is recommended. Printing to PDF for test runs is also a good idea, to make sure that your output is as it should be. Step 6: Capturing Training Attendance A. Capturing attendance will require either a QR code scanning gun and laptop, or a phone with a QR scanning app. **Note** If using the phone app, the batch scanning option is highly recommended. Most scanners have this option in their Tools.

12 11 B. If QR code will not scan, taking a picture of the badge for manual entry is recommended. C. Scanner Apps will export an Excel friendly table that contains the first column of the combined info. For most scanners go to Home, Edit, Select Scans (highlight or select the scans), Export. Be sure to identify the Training Class name if multiple classes are occurring, to someone who will be collecting the scanned data for each training class into one common Excel sheet. STOP HERE if the captured data is adequate and can be manipulated in one common Excel sheet that can be submitted to National SCTE. Continue for instructions on how to manage the.csv files if you need to breakout captured data. A. **Note** Make sure to insert blank columns between the date and combined info equal to the amount of columns that you will be splitting the combined info into. For this instance, only one will be needed.

13 12 B. Highlight the data in the column and select Text to Columns button in the Data tab. C. Select Delimited, click Next. D. Select Comma, and click Finish. E. Combined data is now separated. Insert blank row on top and name columns, adding a training column.

14 13 F. Highlight data and hit Ctrl+q, pick Tables tab, and select Table. G. Add training class name, and you have a table that can be filtered, sorted, saved, and sent in to National SCTE.