How to print guest paddles

This article explains how admins generate and print paddle (bid) cards using Word Merge templates from the Guest List.

Overview

Word Merge lets you upload or select a pre-made .docx template containing merge fields (placeholders). The system replaces those fields with each guest’s information and assigned paddle number, producing a ready-to-print document.

Supported Merge Fields (examples)

You can include any of the following (exact field names depend on your platform’s merge field picker):

• Guest Full name
• Guest Email
• Paddle number
• Phone Number
• Company Name
• Ticket type
  
  

Before You Start

• Ensure all guests are added and paddle numbers assigned.
• Confirm no duplicates or missing paddle numbers.
• Prepare or download a .docx template sized for your printer (e.g., 8.5x11 with 4 or 2 cards per page, or custom dimensions if you use a cutter).

Steps to Generate Paddle Cards

1. Navigate to the Guest List in the admin dashboard.
2. Apply any filters (e.g., only checked-in guests) if you want a subset.
3. Click the Word Merge / Merge Documents action.
4. Choose a template
5. Generate / Merge:

1. 1. The system creates a merged document
   2. Check that names fit space.
   3. Confirm paddle numbers appear in the correct location and size.

Designing an Effective Template

• Use large, high-contrast font for paddle numbers (e.g., 180–250 pt on single-card layouts).
• Keep guest name separated from paddle number to avoid visual clutter.
• Center elements for easier quick scanning during auctions.
• Avoid text boxes overlapping—simple tables or fixed-position paragraphs are more predictable.
• Leave bleed/margin space if trimming.

Common Troubleshooting

• Paddle number missing: Confirm merge field inserted via picker, not typed manually.
• Wrong guests included: Re-run with correct filters applied before merging.
• Formatting shifts after merge: Minimize use of floating shapes; prefer inline elements.
• Template not accepted: Ensure .docx (not .pages, .rtf, or .pdf).

Updating a Template

• Download an existing template.
• Open in Word.
• Adjust layout or add/remove merge fields.
• Save as .docx (keep compatibility mode off if possible).
• Re-upload and re-run merge.

Best Practices

• Test with 2–3 guests before full batch.
• Keep a “Minimal” template as a fallback (only paddle number and last name).
• Version your templates (e.g., PaddleCard_v3.docx).
• After printing, spot-check first and last page for alignment.

Security & Data Handling

• Merged documents contain guest personal data; store them securely.
• Delete outdated local copies after event completion.

When to Reassign Paddle Numbers

If you altered guest order or removed guests after initial assignment, regenerate paddle numbers first—then re-run the merge to avoid gaps or duplicates.

Summary

Using Word Merge streamlines producing professional paddle cards by combining a reusable template with real-time guest and paddle data. Proper template design and careful filtering ensure accurate, legible cards ready for event day.

For further enhancements (barcode, QR code, or branding), extend your template with appropriate images or fonts before upload.