A vCard QR code turns every name badge into a digital business card. An attendee scans the badge with a phone camera, taps "Add to Contacts," and the wearer's details save in one step. Billy's Badges creates and preprints a unique QR code on every badge in your order. All you need to send us is a spreadsheet of your attendees, and this guide shows you exactly how to set it up.
What is a vCard QR code?
A vCard is a standard contact-card format that every iPhone and Android phone understands. A vCard QR code stores that contact card inside the code itself, so it works without an internet connection and never expires.
- Faster networking: Attendees swap contact details in seconds, even on a loud expo floor.
- Accurate details: Contact information comes straight from your attendee list, with no hand-copied typos.
- Fewer business cards: Less paper changes hands at your event.
How to set up your attendee spreadsheet
Step 1: Set up your contact columns
Open a new spreadsheet in Excel or Google Sheets and type these headers in row 1:
| A | B | C | D | E | F | G | |
|---|---|---|---|---|---|---|---|
| 1 | First Name | Last Name | Organization | Title | Phone | Website | |
| 2 | Louis | B | Billy's Badges | Best Custom Event Badge and Lanyard Printer | +1-855-565-4375 | hello@billysbadges.com | https://billysbadges.com |
Keep all seven headers in this order, even if you don't need every detail. If you'd rather leave something off the QR codes, such as phone numbers, just leave that column empty and the formula in Step 3 will still work.
Step 2: Fill in one row per attendee
Enter each attendee on their own row, starting in row 2. Each row becomes one badge with its own QR code. If an attendee doesn't want to share a detail, such as a phone number, leave that cell blank.
Step 3: Add the vCard column
Type vCard as the header in cell H1. Then copy the formula below, paste it into cell H2, and copy it down to the last attendee row.
| Formula for cell H2 (triple-click to select, then copy) |
|---|
| ="BEGIN:VCARD" & CHAR(10) & "VERSION:3.0" & CHAR(10) & "N:" & B2 & ";" & A2 & ";;;" & CHAR(10) & "FN:" & TRIM(A2 & " " & B2) & CHAR(10) & "ORG:" & C2 & CHAR(10) & "TITLE:" & D2 & CHAR(10) & "TEL;TYPE=WORK,VOICE:" & E2 & CHAR(10) & "EMAIL;TYPE=WORK:" & F2 & CHAR(10) & "URL:" & G2 & CHAR(10) & "END:VCARD" |
The formula combines each attendee's details into a single contact card in column H. That cell is what we turn into the QR code, so you never have to write any code yourself.
Step 4: Send us the file
Save the spreadsheet as an Excel file (.xlsx) or a CSV file (.csv) and send it with your badge order, or email it to hello@billysbadges.com. We'll create a QR code for every attendee and preprint it on their badge.
Pro tip: Most registration platforms can export attendee lists to Excel or CSV. Export your list, rearrange the columns to match Step 1, and add the formula in column H.
Heads up: A vCard QR code shares the wearer's contact details with anyone who scans it. Let attendees know during registration that their badge will include a contact QR code, and only include the details they've agreed to share.
Send us your attendee list, and we'll turn every badge into a networking tool.
Frequently asked questions
What is a vCard QR code?
A vCard QR code is a QR code that stores a digital contact card. When someone scans it with a phone camera, the phone offers to save the contact, including name, organization, title, phone, email, and website.
Which Billy's Badges badges can include a QR code?
All of them. We can preprint a unique QR code on every badge type and size we offer.
Do I need to create the QR codes myself?
No. Send us your attendee spreadsheet, and we create and preprint a unique QR code for each attendee.
Do vCard QR codes need an internet connection to work?
No. The contact information is stored inside the code, so phones can read and save it without Wi-Fi or cellular service.
Can I leave some fields blank?
Yes. Leave any cell blank for details an attendee doesn't want to share. The formula still works, and the QR code includes only the details you provide.