Printing Badges, Sheets and Pickup Lists

Everything VBS prints comes off the Print button on Kid Groups → Groups. Choose what you are printing, then choose who it is for.

Note

The check-in board has its own printer icon for the three things you need on the day — Check-in Sheet (roster), Blank Walk-up Sheet and Pickup List (car line). Badges and labels live on the Groups page only.

Five things to print, and a crew-by-crew picker for who goes on them

Choose who it is for first

Select children by crew

The picker lists your crews with a count each — 4/4, 6/6 — so you can print one crew’s badges without printing everybody’s. Select All and Deselect All are there for the whole-week runs.

Tip

Print by crew and hand each pile to that leader. Sorting a stack of eighteen badges on Monday morning is exactly the job nobody has time for.

The five things you can print

Info sheet

Guardian contact details, allergies, medical notes and volunteers for the children you selected. This is the sheet the crew leader keeps, and the one that answers “who do I ring?”

Sign-in sheet

A sign-in and sign-out sheet for the selected children, with blank rows at the end for walk-ups. Print blank sheet prints just the empty rows — useful for a door that gets more arrivals than expected.

Note

A paper sheet is the fallback when the wifi drops, not a replacement for the board. Anything written on paper still needs entering afterwards, or the check-out screen will not know the child is in the building.

Label printer

Name labels for a small label printer, sized 1.125″ × 3.5″. The dialog tells you the settings that matter: set Paper Size to your label size, margins to None, and scale to 100%. If your label size is not offered, choose the label printer first — its own paper sizes then appear in the list.

Warning

Scale is the usual culprit. A browser left on “Fit to page” shrinks a label until the name is unreadable and the child is anonymous all week.

Full-color badges

Lanyard badges, two across and six to a sheet, sized for standard clear badge holders. You can use each crew’s colour as the whole badge background — boldest, and the heaviest on ink — and print companion pickup cards alongside them for the adult collecting that child.

Pickup list

A list sorted by pickup code, for matching the code on a parent’s tag or windshield card to their child. Codes stay the same for the whole event, so a list printed on Monday is still right on Friday.

Tip

Print the pickup list once, on Monday, and keep it at the collection door. It is the only sheet that does not go stale.

Getting your own questions onto the paper

A custom question can be printed alongside a child’s details — who is allowed to collect them, whether they can swim — by marking that question to show on the roster. See VBS custom fields.

Before the week starts

Print one badge and one label as a test, on the printer you will actually use, while there is still time to change the settings. Then check the rest with the readiness list.