Configuring Automatic Badge Printing

With the Badge Printing feature, visitors can have their badges automatically printed when they check in at the kiosk. Account owners and admins can see and manage badge printers within Zoom Device Management and attach them to their Kiosks/Zoom Rooms. They can also initiate remote badge print jobs. Notifications are sent to admins if the printer is offline or online.

Printers are managed by the Zoom Printer Agent, which must be installed on a Windows or macOS-based Zoom Room device. Once deployed, all networked or Bluetooth Badge printers available to the device can be connected to any Zoom Room Kiosk device. 

Note: Badge information is based on required information for visitors designated by administrators.

Requirements for using auto badge printing

Table of Contents

How to set up the printer agent

 
         Windows         
  1. Install the printer driver software on the designated Windows or macOS based Kiosk (or Zoom Room).
    Note: When installing the driver software, the drivers must be configured for a network or Bluetooth connection. In addition, the paper type should be set within the Zoom Room OS’s printer management tool, and the quality set to Give priority to print quality.
  2. (Optional) If using a Windows-based Zoom Room:
    1. In the Windows System settings add the printer.
    2. Under Printer preferences, change from inches to MM.
    3. Select the Basic tab.
    4. For paper size, select the correct drop-down (Typically 62 mm):
      • If the printer paper roll has 251 printed on the back of it, for Paper Type select Black/Red.
      • If the printer paper roll has 205 printed on the back of it, for Paper Type select Monochrome.
    5. Apply and click OK.
  3. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  4. In the navigation menu, click Room Management, then Zoom Rooms.
  5. Navigate to the Zoom Room where the agent has been installed.
  6. Click Room Settings.
  7. On the Rooms Profile tab, under Device Management, enable Turn on printer agent. 
    
macOS

Download and install the printer driver

https://support.brother.com/g/b/downloadlist.aspx?c=us&lang=en&prod=lpql820nwbeus&os=10081

Add Printer in System settings

  1. From the menu bar, click the Apple logo, then click System Settings.
  2. Click Printers & Scanners, then click Add Printer, Scanner, or Fax...
    Note    :
    • It is recommended to connect the printer using a wired network, so that you can select it in the default tab. You need to select the driver you just installed (Brother QL-820NWB CUPS), instead of the default one
    • You can also add a printer via IP. You should use the Internet Printing Protocol (IPP) and choose the correct driver. However, in this case, the printer's online status cannot be updated.

Create a preset for the printer

  1. Open any image file with preview.app, and open the print panel (cmd + P).
  2. Select the printer and set the paper size to the paper actually installed in the printer.
    • Printer: Brother QL-820NWB
    • Paper Size: 62 mm
  3. Under Printer Options. Set the quality settings to Give priority to print quality.
  4. Save the current setting as a preset for this printer, and name it to ZRPrintPreset.
    Note:
    • Make sure that the preset name is exactly ZRPrintPreset.
    • For the preset, only set the above settings, other settings will not take effect. You may need to restart ZR(PrintAgent) after applying

How to select a paper size

How to check the preset

Note: If the file does not exist, check and save the preset.

Verifying printers available for use with the printer agents

  1. In the navigation menu, click Device Management, then Device List.
  2. In the Zoom Device Type filter, select Zoom Printer Agent.
  3. Click the Device Name of the device.
  4. Click the Printers tab to view the list of printers.

How to configure Badge Printer Management for a kiosk

To configure a badge printer for a kiosk:

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Room Management, then Zoom Rooms.
  3. Under the Rooms tab, click the Room Name of the Kiosk, then click Room Settings.
  4. On the Room Profile tab, under Device Management, locate Badge Printer Management.
  5. Click Add Printer.
  6. Select the printer you would like to assign to the kiosk.
  7. Click Add.

How to enable automatic Badge Printing for visitors

  1. Sign in to the Zoom web portal as an admin with the privilege to edit account settings.
  2. In the navigation menu, click Workspaces Management, then Visitor Management.
  3. Click Account Settings.
  4. Under Badge, enable Badge Printing.
    Once enabled, badges will automatically be printed for visitors when they check in at a kiosk.

How to manage badge printers

Viewing the status of a printer

To view the status of a printer:

  1. In the navigation menu, click Device Management, then Device List.
  2. In the Zoom Device Type filter, select Zoom Printer Agent.
  3. Click the Device Name of the device.
  4. Click the Printers tab to view the list of printers.

For each printer, the printer’s device name, model, firmware version, current selected paper size, and color settings will be displayed.In addition, if there are any issues with the printer, administrators can hover over the status symbol to view the current issue with the printer (no connection, out of paper, paper jam, out of ink, etc.).

Removing a printer from an assigned kiosk

To remove a badge printer from a kiosk:

  1. In the navigation menu, click Room Management, then Zoom Rooms.
  2. Under the Rooms tab, click the Room Name of the Kiosk, then click Room Settings.
  3. On the Room Profile tab, under Device Management, locate Badge Printer Management.
  4. Next to the printer, click Remove.
  5. When prompted for confirmation, click Remove.

Troubleshooting printer connection issues

Printer not appearing in the Add Printer dropdown

If your printer doesn't appear in the dropdown when trying to add it to your kiosk:

  1. Verify that the Zoom Room with the Printer Agent is online. The printer can only appear as online when the associated Zoom Room software is online and running correctly.
  2. Check that both the kiosk and the Zoom Room with the printer are on the same network subnet.
  3. Ensure you have the correct printer model. Only Brother QL-820NWB and Brother QL-810W printers are officially supported.
  4. If using Windows, make sure the Run as administrator setting is turned off in the Zoom software.

Reset the printer configuration

If you're still having issues connecting your printer:

  1. Log out of the Zoom Room application on the computer.
  2. Uninstall the printer drivers and related software, then restart the computer.
  3. Delete the Zoom Room kiosk from Room Management > Zoom Rooms.
  4. Add a new room and reconfigure following the steps above.
  5. Reinstall the printer driver software on the Windows/macOS computer.

Configure both TCP/IP and WDS ports (Windows only)

For Windows users experiencing printer connectivity issues:

  1. Configure both the TCP/IP port and the WDS port on the Windows computer running the Zoom Printer Agent.
  2. To obtain the WDS port, temporarily connect the printer directly to the computer wirelessly.
  3. The WDS port monitors information coming through the TCP/IP port and handles routing appropriately.

Check network connections

  1. Verify that your printer is properly connected to the network.
  2. Test the printer with another application (like Brother's iPrint&Label app) to confirm it's working properly.
  3. Ensure all devices (Kiosk, Zoom Room computer, and printer) have proper network routes to communicate with each other.

Note: If you're using a Neat Frame or other specialized hardware as your kiosk, ensure your Windows/macOS device with the printer agent is on the same network and properly configured. If you continue to experience issues with your badge printer setup, contact Zoom Support for further assistance.