Office front desk
Visitor Badges
Print dated visitor passes with host names and an Escort Required flag, six to a sheet, right from your front desk computer.
Work and business
Recommended templates
Make every name easy to recognize
Prepare visitor passes with the guest's name, host, destination and date, so reception and staff can see who each visitor is meeting. Use a distinct visitor color and an escort label where needed, then print a new pass for each visit.
Groups people often use
- Visitor
- Escort Required
- Contractor
- Interview
- Vendor
- Delivery
What to include
- VISITOR in large capital letters so the badge reads as a guest pass from across a room
- Today's date printed big, such as TUE SEP 15, typed right onto the design
- The visitor's name and company, with auto-fit on so long names still fit
- The host's name and department, pulled from a Custom 1 column in your list
- An Escort Required label from the Group column, shown in its own accent color
- A colored bar you change each day or week so an old pass looks wrong at a glance
Dating visitor passes so yesterday's badge stands out
Place the visit date near the guest's name and make the visitor label distinct from staff badges, using a new date for every visit. A short host or destination line helps employees direct the visitor without reading a crowded pass.
Scheduled guests, walk-ins and checkout at reception
Print scheduled visitors from your appointment list and keep a process for adding walk-ins after reception checks them in. Record arrival and departure in your visitor system or log, since printing a badge does not maintain those records.
What a printed office visitor pass can and can't do
Use the pass to show the details staff need during a visit, including an escort requirement where applicable. It does not verify identity, operate door locks or track someone's location, so retain your normal reception and access procedures.
How to make visitor badges
Open Visitor Pass at 4 x 3 inches
Start from the Visitor Pass template, type the visit date in large Oswald text, and set the top bar to today's color. Add your company logo as a PNG or JPG.
Load scheduled visitors with hosts
Upload a CSV with Name, Company, Host and Group columns, mapping Host to Custom 1. Use Visitor and Escort Required as the group values.
Add write-in rows for walk-ins
Add a few rows with underscores in place of the name and host, then step through the preview to confirm Escort Required badges show their accent color.
Print six passes per sheet
Run the one-page alignment test on plain paper, export the PDF, and print on stock you can cut to fit 4 x 3 inch clear badge holders.
Questions about visitor badges
Can a visitor pass show the visit date automatically?
There is no date field that fills itself in. Type the date as regular text on the design, for example TUE SEP 15, and it prints on every badge in that batch. If you print several days at once, add the date as a Custom 1 column in your spreadsheet instead, and each visitor's row carries its own visit date.
How should office visitor badges mark guests who need an escort?
Put Escort Required in the Group column for those guests and leave everyone else as Visitor. Each group gets its own accent color, and you can override the label text and set it in uppercase inside a highlight box. Pick a strong color like red or orange for the escort group so staff can spot an unaccompanied guest from down the hall.
Do printed visitor passes keep unauthorized people out of an office?
No, a paper visitor pass helps people recognize guests, but anyone can copy one, and it doesn't open doors or restrict anyone. Rely on locked doors, reception staff and your building's access system for control. Use the badge so employees can tell at a glance who is visiting today and whether that person should have an escort.
Can I print tomorrow's whole visitor list from a calendar export?
Download your booking or visitor list as CSV, or open an XLSX export in Excel or Google Sheets and save it as CSV first. The importer accepts up to 500 visitors without an account, with columns for names, organizations and appointment details.
Are adhesive stickers or clip-on inserts better for office visitors?
Adhesive Avery 5395 stickers suit one-time guests and cost you nothing to lose. Clip-on 4 x 3 inch inserts in clear holders look sturdier, move easily between a shirt and a jacket, and let you reuse the holders, which fits a desk that collects badges at checkout. Pick one style and keep it consistent so employees learn what a real visitor badge looks like.
What should a front desk do with visitor badges after sign-out?
Collect them as part of signing out. Reuse the plastic holders, and shred or securely discard the paper inserts because they show names, companies and hosts. If a badge doesn't come back, note it in your visitor log so the desk knows a pass in that day's color is still out in the building.
Your badges, printed in minutes
Start with Visitor Pass, add your logo and names, and print your first set free for up to 500 people.