Event Badge Generator with QR Codes

Event Badge Generator Workflow Setup Guide

What This Agent Does

This powerful automation workflow generates professional event badges on-demand and delivers them directly to attendees via email. When triggered with attendee information, the system automatically creates custom-designed badges with QR codes, validates all data, stores records in Google Sheets, and sends beautifully formatted emails with the badge image attached—all without manual intervention.

Key benefits and time savings:

• Eliminate manual badge creation: Generate hundreds of professional badges in minutes instead of hours
• Reduce human error: Automated data validation and sanitization ensures clean, consistent records
• Improve attendee experience: Instant badge delivery creates a seamless, professional event experience
• Maintain organized records: Automatic logging to Google Sheets provides a complete audit trail
• Scale effortlessly: Handle events of any size without additional resources

Target use cases:

• Conference and trade show registration
• Corporate event check-in systems
• Networking event badge distribution
• Training program participant credentials
• Virtual event attendee verification

Who Is It For

This workflow is ideal for event organizers, conference managers, HR teams, and marketing professionals who need to:

• Process multiple attendee registrations quickly
• Maintain professional branding across all badges
• Automate repetitive administrative tasks
• Ensure consistent communication with attendees
• Track attendance records systematically

Whether you're managing a 50-person workshop or a 5,000-person conference, this automation scales to meet your needs.

Required Integrations

htmlcsstoimage

Why it's needed: This integration converts your custom HTML/CSS badge designs into high-quality images. It's the engine that transforms your creative vision into professional, downloadable badge files that attendees can print or display digitally.

Setup steps:

1. Visit htmlcsstoimage.com and create a free account
2. Navigate to your API Dashboard and locate your API Key
3. Copy your API Key (you'll need this in the next step)
4. In TaskAGI, go to Integrations → Add New Integration
5. Select htmlcsstoimage from the available options
6. Paste your API Key into the authentication field
7. Click Test Connection to verify the integration works
8. Save and confirm the integration is marked as Active

How to obtain API keys/credentials: Your API Key is available immediately upon account creation at htmlcsstoimage.com. Free tier accounts include 50 monthly conversions—perfect for testing. Upgrade to a paid plan for higher volume needs.

Configuration in TaskAGI: Once connected, the integration will automatically authenticate all badge design requests. No additional configuration is needed at the node level—the connection handles everything behind the scenes.

Google Sheets

Why it's needed: Google Sheets serves as your centralized database for all badge generation records. Every successful badge creation is logged here, creating a searchable, sortable record of all attendees and their badge status. This is invaluable for event management, follow-up communications, and attendance verification.

Setup steps:

1. Open Google Sheets and create a new spreadsheet
2. Name your spreadsheet something descriptive like Event Badge Records - 2024
3. Create column headers in the first row:
   • Column A: Timestamp
   • Column B: Attendee Name
   • Column C: Email Address
   • Column D: Event Name
   • Column E: Badge Status
   • Column F: QR Code URL
4. Right-click on the sheet tab and select Share
5. Click Share and copy the shareable link
6. In TaskAGI, go to Integrations → Add New Integration
7. Select Google Sheets from the available options
8. Authenticate with your Google account when prompted
9. Grant TaskAGI permission to access your Google Sheets
10. Paste your sheet URL into the integration settings
11. Click Test Connection and verify success

How to obtain API keys/credentials: Google Sheets uses OAuth authentication rather than traditional API keys. When you click "Authenticate," you'll be guided through Google's secure login process. TaskAGI will request permission to read and write to your sheets—approve these permissions to complete setup.

Configuration in TaskAGI: In the Log to Sheets node, ensure the sheet_url parameter is populated with your spreadsheet's shareable link. The workflow will automatically append new rows with each badge generation.

Gmail

Why it's needed: Gmail is your communication channel to attendees. This integration sends professional, branded emails with the generated badge image attached. It ensures attendees receive their badges promptly and maintains your professional image throughout the event lifecycle.

Setup steps:

1. Use your existing Gmail account (or create one dedicated to your organization)
2. In TaskAGI, go to Integrations → Add New Integration
3. Select Gmail from the available options
4. Click Authenticate with Google
5. Sign in with your Gmail account
6. Review the permissions request (TaskAGI needs permission to send emails)
7. Click Allow to grant access
8. Return to TaskAGI and confirm the integration shows as Active
9. Note your Gmail address—you'll use this as the sender in email nodes

How to obtain API keys/credentials: Gmail uses the same OAuth authentication as Google Sheets. No API keys are needed—just your Gmail account and permission approval. For enhanced security, consider using a dedicated Gmail account for event communications.

Configuration in TaskAGI: The Gmail integration is pre-configured once authenticated. In the Send Badge Email and Send Error Alert nodes, the system will automatically use your authenticated Gmail account as the sender.

Configuration Steps

Node 1-2: Agent Name Options & Category/Industry

These workflow notes document your workflow's purpose. While they don't process data, they're essential for team clarity.

Configuration:

• Agent Name Options: Enter descriptive names like "Event Badge Generator" or "Conference Badge Automation"
• Category & Industry: Specify your industry (e.g., "Events & Conferences") and use case

Node 3: Webhook Trigger

This is your workflow's entry point. It receives attendee data from your registration form or system.

Configuration:

• Copy the Webhook URL generated by TaskAGI
• Integrate this URL into your event registration platform (Eventbrite, Typeform, custom form, etc.)
• Expected incoming data format:

  {
    "name": "John Smith",
    "email": "john@example.com",
    "event": "Tech Conference 2024",
    "company": "Acme Corp"
  }
  

Node 4: Validate & Sanitize

This function cleans and validates incoming data before processing.

Configuration:

• Verify that email addresses are properly formatted
• Remove extra whitespace from names
• Validate that required fields (name, email, event) are present
• Set error handling to trigger the Send Error Alert node if validation fails

Example validation rules:

• Email must contain @ and valid domain
• Name must be 2+ characters
• Event field cannot be empty

Node 5: Prepare QR URL

This function generates a QR code URL that links to attendee information or event details.

Configuration:

• Define what the QR code should link to:
  • Option 1: Event website or registration page
  • Option 2: Attendee-specific check-in URL
  • Option 3: Event app or digital badge platform
• Example QR data: https://yourevent.com/checkin?attendee=[[nodes.3.email]]

Node 6: Badge Design

This is where your creative vision comes to life. You'll design the HTML/CSS template for your badge.

Configuration:

• Create an HTML/CSS design that includes:
  • Attendee name: [[nodes.3.name]]
  • Event name: [[nodes.3.event]]
  • Company: [[nodes.3.company]]
  • QR code image: [[nodes.5.qr_url]]
  • Your event logo and branding colors
• Example structure:

  <div style="width: 400px; padding: 20px; background: linear-gradient(135deg, #667eea 0%, #764ba2 100%); color: white; text-align: center; border-radius: 10px;">
    <h1>[[nodes.3.name]]</h1>
    <p>[[nodes.3.event]]</p>
    <p>[[nodes.3.company]]</p>
    <img src="[[nodes.5.qr_url]]" width="150" />
  </div>
  

Node 7: Is Badge Generated?

This conditional node checks whether the badge design was successfully converted to an image.

Configuration:

• True path (success): Proceeds to download and email the badge
• False path (failure): Triggers the error alert email

Node 8: Log to Sheets

Records all successful badge generations in your Google Sheets database.

Configuration:

• Map the following data to your sheet columns:
  • Timestamp: [[timestamp]]
  • Attendee Name: [[nodes.3.name]]
  • Email: [[nodes.3.email]]
  • Event: [[nodes.3.event]]
  • Badge Status: Generated
  • QR Code URL: [[nodes.5.qr_url]]

Node 9: Download Badge Image

Retrieves the generated badge image for email attachment.

Configuration:

• Source URL: [[nodes.6.image_url]]
• Save as filename: badge_[[nodes.3.email]].png
• This creates a unique filename for each attendee

Node 10: Send Badge Email

Delivers the badge to the attendee with a professional message.

Configuration:

• To: [[nodes.3.email]]
• Subject: Your Event Badge for [[nodes.3.event]]
• Body: Use the pre-configured HTML template (customize with your branding)
• Attachment: [[nodes.9.image_url]]
• From: Your authenticated Gmail address

Node 11: Send Error Alert

Notifies you if badge generation fails, so you can troubleshoot immediately.

Configuration:

• To: Your email address (set as a static value)
• Subject: Badge Generation Failed
• Body: Include error details and attendee information for debugging
• This ensures no failed badges go unnoticed

Testing Your Agent

Step 1: Execute a Test Run

1. Click the Test button in TaskAGI
2. Provide sample attendee data:

   {
     "name": "Test Attendee",
     "email": "your-email@gmail.com",
     "event": "Test Event 2024",
     "company": "Test Company"
   }
   

3. Click Run Test and monitor the execution

Step 2: Verify Each Node

• Webhook Trigger: Confirm data is received correctly
• Validate & Sanitize: Check that data passes validation
• Prepare QR URL: Verify QR code URL is generated
• Badge Design: Confirm HTML/CSS renders without errors
• Is Badge Generated?: Verify the condition evaluates to true
• Log to Sheets: Check that a new row appears in your Google Sheet
• Download Badge Image: Confirm the image downloads successfully
• Send Badge Email: Verify you receive the email with the badge attachment

Step 3: Expected Results

✅ Success indicators:

• Email arrives in your inbox within 2-3 minutes
• Badge image is clearly visible and properly formatted
• Attendee name, event, and company display correctly
• QR code is scannable and links to the correct URL
• New row appears in Google Sheets with all data populated
• No error emails are received

❌ Troubleshooting common issues:

• Email not received: Verify Gmail integration is active and check spam folder
• Badge image distorted: Adjust HTML/CSS dimensions in Node 6
• Data not logging to Sheets: Confirm sheet URL is correct in Node 8
• QR code not scanning: Test the QR URL manually in a browser

Step 4: Production Deployment

Once testing is complete:

1. Integrate your webhook URL with your registration system
2. Send a few real test registrations through your actual form
3. Verify the complete workflow with real attendee data
4. Monitor the first batch of live executions
5. Adjust email templates or badge design as needed based on feedback

Congratulations! Your Event Badge Generator is now ready to streamline your event operations and delight your attendees with instant, professional badges. Start automating today and reclaim hours of administrative time.