Virtual Appliance Badge Management

Last Updated: June 30, 2026

When you store badge information in the Virtual Appliance database, you can manage it on the Badge Management page.

Virtual Appliance stores badge IDs and PINs in either an identity provider (IdP) or the Virtual Appliance database. When a user scans a badge, the Control Panel Application (CPA) on the printer receives the data and sends it along with the printer ID to Virtual Appliance. The system authenticates the user and, if successful, sends the associated Fully qualified domain name (FQDN) back to the printer. The CPA then displays the Release page and any Pull Print or Direct Secure Release jobs associated with that user.

If the badge ID is not found, the system returns an unknown badge response to the CPA, which displays a credentials error to the user.

Key Points

  • Badge IDs can be stored in the Virtual Appliance database or managed through an IdP.
  • Manually registering badges or importing badges using a CSV file is not supported if the badges are managed and provisioned by the cloud IdP.
  • Manual and CSV-based badge management applies to Virtual Appliance database storage only.
  • When badge data is imported through the Admin Console, it is stored in the Virtual Appliance database only. It is not written back to Active Directory, an IdP, or any other external source.
  • The Badge Management page is accessible at Tools then Badge Management.

Admin Console showing Badge Management page.

How It Works

IdP Storage

When a user scans a known badge the CPA sends the data and the printer ID to Virtual Appliance. The system authenticates the user using the same IdP connection configured for user authentication.

Vasion Print Database Storage

Badge IDs stored in the Virtual Appliance database follow the same process, except that the system compares the data against records in the database rather than an IdP. The CPA shows the Release page and associated print jobs if authentication succeeds.

Multi-Badge Management

Multi-Badge Management allows IdPs connected via SCIM to manage badge assignments as a controlled array rather than an additive list. This gives IT administrators full lifecycle control over badge data, including the ability to remove badges without removing the user from Virtual Appliance.

When an IdP sends a badges array via SCIM, that array becomes the authoritative record for the user's badge assignments. Badges present in the array are added or retained. Badges absent from the array are permanently removed. This differs from the legacy badgeId field, which only adds badges and doesn't remove them.

When the IdP sends a SCIM provisioning request, it includes the badges array as a custom attribute declaring the intended state of the user's badge assignments. Virtual Appliance receives the request and reconciles the incoming array against the user's existing badge records by adding badges that are new, retaining badges that are present, and permanently removing badges that are absent. Badge value validation occurs on the Virtual Appliance side during this reconciliation; the IdP is responsible only for sending the correct array.

The legacy badgeId field continues to work alongside the badges array. If an IdP sends both fields, Virtual Appliance honors both. Badge assignments are managed entirely through the IdP and SCIM configuration.

Multi-Badge Management applies only to IdP-managed environments using SCIM. It does not apply to manual badge registration or CSV imports.

Badge Removal

How you remove a badge depends on how badge data is stored:

Virtual Appliance database or legacy badgeId field: You cannot remove or disassociate a badge directly from the Admin Console. Remove the user from Virtual Appliance, make the badge change, and then reprovision.

SCIM-connected IdP using the badges array: Send a badges array that omits the badge you want to remove. Virtual Appliance deletes any badge ID not included in the array.

Badge Management Menu

The Badge Management page shows the following:

  • Toolbar with the following options:
    • Register New: Register a new badge.
    • Edit: Edit an existing badge.
    • Unregister: Remove access to release print jobs.
    • Import: Bulk upload badges using a CSV file.
    • Export: Export badge information from Virtual Appliance.
    • Refresh: Manually refresh the list.
  • Navigation toolbar and Settings button Settings button..
  • A list of registered badges in a table.

Admin Console showing Badge Management page and registered badges.

After you register a badge in Virtual Appliance, regardless of whether you use the Virtual Appliance database or an IdP, you cannot remove or disassociate the badge number from the user account in the Admin Console. Instead you must remove the user from Virtual Appliance, make the change to the badge, and then reprovision.

Refresh

The badge list automatically refreshes every minute, but sometimes new badges do not appear right away. Select the Refresh button to manually refresh the list.

You can navigate between pages using the appropriate buttons. To go to a specific page, enter the page number in the field, and select Go.

Admin Console showing navigation toolbar.

Table Settings

You can select the Settings button Settings button., and adjust the following:

  • Table Width: Adjust the width of the table using a percent basis.
  • Per page: Adjust how many records appear per page.
  • Refresh Rate: Adjust the refresh time in seconds.

Printer Status page, showing table settings.

Troubleshooting Help