Adding and editing personalised PDF

Adding and editing personalised PDF

With Invitario, you can provide your guests with personalized PDF documents. Personalized PDFs can be used as name badges at check-in, participation confirmations, seat tickets, etc.

Working with Personalized PDFs

  1. In the menu item > PDF, you can create and edit personalized PDFs.
  2. Personalized PDFs can be integrated into event websites or mailings using the “Macros - PDF” editor selection.
  3. The following functions are available via the quick menu:
    1. Edit: Opens the edit page. This can also be done by clicking on the “name” of the PDF.
    2. Preview: Opens the preview of the PDF with general personalization.
    3. Mail merge: Opens the print file of the PDF. If the PDF is limited to a segment, the mail merge file is only created for the selected segment.
    4. Duplicate: Create a duplicate of the PDF.
    5. Delete: To delete a PDF, it must be marked as "Not used".



If you use “dynamic integration”, the order of the PDFs in this list and the restrictions set for the PDF are crucial. The guest will be shown the topmost item in their segment. The order of the PDFs in the list can be changed by prefixing a number (1, 2, 3, etc.) to the name of the PDFs.

Add and Edit

To create a new PDF, click the symbol  ” Add PDF” or click on the name of the PDF to edit it.
  1. Name:
    This name is also available in the editor via the “Macros - PDF” selection. You can change the designation at any time. If multiple PDFs are used, the designation influences the order (alphabetically or by numbers).
  2. Format:
    Select a system format or create your own format. When creating a new format, you can specify the widths, orientation, font size, and margins. The widths and margins are to be given in mm. The widths of the margins (left, top, right, bottom) define the position of the text field for personalization.
  3. Restriction:
    A PDF can be restricted to a segment of guests that you have created under the menu item > Working with segments: Tags and target groups. Restricted PDFs are only available to guests included in the respective segment. By default, a PDF has no restriction and can be accessed by all guests.
  4. Personalization:
    Enter the text for personalization here. The selection fields “Macros - Event”, “Macros - Guests”, and “Macro - Ticketing” are available for this purpose. General texts can also be inserted as a background image.
  5. Background:
    Upload the background of the personalized PDF. Together with the content of the “Personalization”, this results in the finished personalized PDF. Note that the format of the background must be uploaded in PDF format and in the size of the “PDF format” field or an individually created format.



When designing PDF documents, you have many options, as the background of a personalized PDF document is an uploaded PDF from you. Invitario only adds the personalization you want, such as the guest’s first and last name. You have complete control over the other content and graphic elements. This way, you can easily use complex documents designed in programs like Adobe InDesign as PDF documents in Invitario.

Please note that the PDF ticket you create does not replace the Invitario online ticket. We recommend using the system-provided online ticket for admission.

Available Formats

Templates in A4 format: These differ in the positioning of the input field for "personalization":


Brother printer "QL-820": If you use this printer for printing name badges at check-in, you can choose from the pre-configured formats:


Leitz printer "Icon": If you use this printer for printing name badges at check-in, you can choose from the pre-configured formats:


Choose from the following standard name badge formats:


You can also create a custom format with "Create new format".
To get a template, choose a format and enter a (dummy) text in the "Personalization" field. Save this and select the "Preview" option in the quick menu of the PDF list.