When personalized documents have to be prepared for many attendees
With a small number of attendees, filling in badges, tickets or certificates by hand may still be feasible. At a few hundred submissions it is easy to end up with typos, out-of-date details, the wrong ticket variant or a document sent to the wrong person.
In CONREGO the PDF document is built from the data held in the system - gathered during registration or imported from a spreadsheet. A template prepared once can be used to generate documents for a single person, a selected group or the entire attendee list.
How does document personalization work in CONREGO?
Prepare the graphic design of the document
You can upload your own design as a PDF and use it as the background of the document. It should contain all the fixed elements, such as the logo, the colours, the frames and the rest of the event's visual identity.
You can also start from an empty template and define the document format yourself.
Add fields with attendee data
On the design you mark the places where data pulled from the system should appear, for example the first and last name, the company, the job title, the attendee category, the participation variant or an individual QR code.
You can choose the typeface, the size and the colour of the text, and position each field precisely on the document.
Connect the template to registration or to the Check-in module
The same template can serve as a ticket, a badge, a certificate, a label or a pass. The document can be attached to an email, generated for a selected group of attendees or printed while serving people at the reception desk.
In every case the system fills it in with the data held for that particular attendee.
Generate, send or print the documents
You can create a single multi-page PDF for a selected group, send individual documents by email, or print one badge at the reception desk.
Printing can start automatically once an attendee is marked present, or be triggered manually by a member of staff.
Not only badges - tickets, certificates and vouchers too
The Document Personalization module can prepare a range of materials connected with taking part in an event.
From your attendee data you can generate, among other things:
- tickets and passes,
- conference badges,
- certificates of attendance,
- catering passes,
- coupons and vouchers,
- labels,
- other PDF documents assigned to a specific person.
If a document carries attendee data, a participation variant or an individual QR code, CONREGO can fill it in automatically from the information held in the system.
PDF template editor and an example attendee badge.
Documents that stay current even with last minute changes
Attendee data can keep changing right up to the day of the event. Someone corrects a surname or a company, picks a different workshop, registers late or turns up only on site.
In CONREGO a badge, a ticket or a certificate is built from the current data held in the system. You can generate or reprint a document at the moment it is needed, instead of preparing all the materials far in advance.
Tickets and badges as part of one process
Once registration is complete, an attendee can automatically receive a message with a personalized ticket and an individual QR code. That same code can then be used during check-in or access control.
If a badge is needed on site, staff can generate and print it from the same data held in the system.
The attendee's details, their ticket and the documents used at the reception desk therefore stay connected, with no need to prepare separate lists.
What is worth knowing about document personalization
CONREGO lets you position attendee data, QR codes and other fields pulled from the system on a document. It is not, however, a tool for editing the graphic design uploaded as the PDF background.
Fixed elements such as the logo, the graphics, the colours and the frames have to be prepared beforehand in a graphics program and then uploaded to CONREGO as a finished design.
At present the system:
- does not place photos submitted by attendees on the generated documents,
- does not support electronic signing of PDF files,
- generates a single-page document for an individual attendee.
For a selected group of attendees, on the other hand, you can create one combined multi-page PDF in which each page holds a different person's document.
Want to prepare documents without filling in data by hand?
In CONREGO you prepare a template once, and the system fills it in with current attendee data. This is how you generate, send and print tickets, badges, certificates and other personalized PDF documents.
Frequently asked questions
You can prepare tickets, conference badges, certificates of attendance, catering passes, coupons, labels and other PDF documents containing data assigned to an attendee, among others.
Yes. You can prepare a design as a PDF and upload it to CONREGO as the background of the document. You then place fields on it that are filled in automatically with attendee data, such as the first and last name, the company name or a QR code.
No. CONREGO is not a tool for editing the graphics saved in a PDF file. You can, however, position the data fields freely, align them and define the appearance of the text placed in them.
If you want to change the logo, the colours, the frames or other graphic elements of the background, you have to correct the design in a graphics program and upload it to the system again.
Yes. You can select attendees manually or with filters and then generate one multi-page PDF file. Each of its pages will hold a document prepared for a different person.
Yes. A PDF document can be filled in automatically with a given attendee's data and attached to a message sent from CONREGO. This is how you can deliver tickets, badges and certificates, among other things.
Yes. The Document Personalization module is integrated with the Check-in module. You can define which document should be printed automatically once an attendee is marked present, or start printing manually.
Printing on site requires a properly configured computer station and a printer.
An attendee can submit a photo through the registration form, but CONREGO currently cannot place that photo on the generated PDF document automatically.
No. CONREGO currently does not support electronic signing of the PDF files it generates.
Yes. In the document template you can place a QR code assigned to a specific attendee. That same code can then be used during check-in, access control or when handing out selected services.
The QR code can appear on a ticket sent by email, on a conference badge or on a label printed at the reception desk, among other places.
Yes. You can create separate document templates, for example for standard attendees, speakers, exhibitors, staff or VIP guests.
When configuring printing at the reception desk, you can define which template should be used for a given attendee category. Individual documents can differ in appearance, colours, layout and the range of data they present.
You can place fields available in the registration form on the document, for example:
- the first and last name,
- the company name,
- the job title,
- the attendee category,
- the selected participation variant,
- information about workshops or sessions,
- an individual QR code,
- other data gathered during registration.
Each field can be positioned as you wish, and you can define the appearance of the text placed in it.
Yes. Once the data is corrected in the system, you can regenerate or reprint a document containing the current information.
In the Reception module, printing can also start automatically after changes to an attendee's data are saved, or after a new QR code is assigned to them.
Yes. A template can be built from your own design as a PDF, or created as an empty document with dimensions given in millimetres.
This lets you match the document to the badge format, to a self-adhesive label and to the capabilities of the printer you use.
CONREGO generates a single-page PDF document for an individual attendee. The system does not automatically create two separate pages of a document assigned to the same person.
If a badge is to be printed on both sides, the way the design is prepared and the print configuration have to be adapted to the format and the printer in use.