Bulk Printing Case Tags
The Case Tag feature in your CutTime instrument inventory currently allows you to print a single case tag at a time, but you can generate and print your own customized case tags in bulk by using the free Avery Design & Print website. See the video and steps below for a full walkthrough of this process.
For more information about the benefits and methods for adding case tags to your inventory, check out this article from CutTime partner organization Band Directors Talk Shop: Band Luggage Tags - Why and How
Creating Case Tags with Avery
If your file exceeds the allowable size for processing on the Avery website, you will see the following message:
FILE IS TOO BIG TO PROCESS
The limit is 3000 rows or 20 columns. If the file is above this limit, you will need to split the data into 2 or more files and import into multiple projects. If below this limit, highlight your data, copy, paste, and save to try uploading again.
1. Export Instrument Data From CutTime
- In your CutTime account, navigate to the Instruments page.
- Choose to export all instruments, or apply filters and export only the instruments you need case tags for.
- Open the exported spreadsheet and be sure to enable editing.
2. Select and Customize the Details to Display on Your Case Tags
- Customize the data you want to display on your case tags by deleting any unnecessary columns by right-clicking and selecting delete. Some essential fields you may want to consider including are:
- Manager
- Type
- Make
- Model
- Serial Number
- Case ID
- QR Code Landing Page URL (Important to include)
- Once you've formatted the spreadsheet as needed, save your changes.
3. Choose the Appropriate Template to Start Designing Your Case Tags
- Visit the Avery website: https://www.avery.com/
- Select the icon with the three vertical lines at the top left corner and select the "Templates" option.
- Select Find A Template > select Business Cards Template 5371 2"x3-1/2" Letter - 8-1/2"x11"> Select the "10 per sheet" option > Select "Start Designing."
- When prompted, create your Avery account.
4. Import Data to Avery
Select the 5371 template to create your case tags
Select the blank vertical business card option.
- Choose “Import Data” and upload the spreadsheet you prepared.
Select the "Choose Spreadsheet" option and browse for your export file.
Do not import the first row if it contains headers.
You can uncheck the first row to stop it from importing.
- Select the data fields you wish to appear on each case tag.
- The order of fields in the “Arrange Data Fields” panel will determine how the information appears on the case tag. You may choose to create custom labels such as “Type” or “Serial Number” before arranging the data fields, or simply display the information as-is when importing.
Do not select the QR Code Landing Page field, as you will add this to the case tag in a later step.
- Once satisfied with the layout, click “Finish” to proceed.
5. Generate QR Codes
You can update all case tags simultaneously or edit them individually by toggling between "Edit All" and "Edit One" in the Navigator to the left.
- Select the QR Code/Barcode option.
- In the popup window, choose to upload your data via Spreadsheet.
- Upload the same spreadsheet used earlier, and again skip the first row if it contains headers.
- Choose the industry standard format: QRCode.
- Update the "Code Type" to URL.
- Drag the QR Code Landing Page URL into the “Website” field and click “Update Preview” to see the generated QR code.
- After selecting “Finish,” the QR code will appear below the instrument data on each tag. You can resize it as needed.
Important: When resizing the QR code leave ample white space around the QR code to prevent it from being cut off during printing.
6. Finalize and Print
- Preview your tags and make any final adjustments.
- ‼️ Save your project. If you created an account, it will be saved online. Otherwise, choose “Open PDF” to download the file.
You can now print the case tags or send the PDF to a printing service.
If you have any questions about creating Avery labels, you can refer to Avery’s help articles at https://www.avery.com/help/customize-a-template, or explore additional support resources available on their website.