Best Practice Guide
Labelling for small exporters
A simple, low-cost, fully traceable workflow for small coffee exporters. Create the lot, generate the records, print and apply.
The whole process
- 1Create lot↓
- 2Generate sack records↓
- 3Download CSV↓
- 4Print labels↓
- 5Apply to sacks↓
- 6Scan & verify
Walkthrough
Six steps, in order
Click any step to see exactly what happens in Haloglide and on the warehouse floor.
Step 01
Create the lot
Open Haloglide and create the lot or production run. Capture product, origin, lot code, sack weight and total sack count before anything is printed.
What it looks like
- Product
- Green Bean Coffee
- Lot code
- VN-GB-2026-017
- Quantity
- 50 sacks
- Sack weight
- 60 kg
- Origin
- Highland province
The CSV
The file your printer needs
Generated by Haloglide. The QR is built from haloglide_url, never edited by hand.
| sack_no | halo_id | haloglide_url | lot_code | product_name | net_weight_kg |
|---|---|---|---|---|---|
| 1 | HG-GB-000001 | https://app.haloglide.com/halo/HG-GB-000001 | VN-GB-2026-017 | Green Bean Coffee | 60 |
| 2 | HG-GB-000002 | https://app.haloglide.com/halo/HG-GB-000002 | VN-GB-2026-017 | Green Bean Coffee | 60 |
| 3 | HG-GB-000003 | https://app.haloglide.com/halo/HG-GB-000003 | VN-GB-2026-017 | Green Bean Coffee | 60 |
| … | … | … | … | … | … |
| 50 | HG-GB-000050 | https://app.haloglide.com/halo/HG-GB-000050 | VN-GB-2026-017 | Green Bean Coffee | 60 |
Load the CSV into a mail-merge tool or label software (BarTender, NiceLabel, ZebraDesigner, Brother) — or hand the file to your printer with the brief below.
Print method
Print yourself, or send to a printer
Both options use the same CSV. Pick by volume, finish and durability.
Recommended for small batches: 20 – 200 labels
Use this option when
- Volume
- Small — 20 / 50 / 100 / 200 labels
- Equipment
- Standard office laser printer
- Branding
- Basic sack tag is enough
- Finishing
- Manual cut and punch is fine
- 1Use matte A4 laser-printable synthetic tag sheets (polyester, polypropylene, Teslin, Yupo).
- 2Map each CSV row to your label template — Word mail-merge, BarTender, NiceLabel, ZebraDesigner.
- 3Print one test sheet first. Scan it. Confirm the QR opens the right Haloglide record.
- 4Print the full batch. Every Halo ID, URL and sack number must be unique on the run.
- 5Cut, punch the hole away from the QR, and attach one tag per sack.
Materials
What works, what to avoid
Export sacks see sun, rain, dust and rough handling. Pick stock that survives the journey.
| Item | Recommendation |
|---|---|
| Printer | Standard monochrome laser printer Inkjet QR codes can blur — laser is sharper. |
| Material | Matte A4 laser-printable synthetic Polyester, polypropylene, Teslin or Yupo. |
| Tag size | ≈ 100 mm × 70 mm Comfortable to tie or stitch onto a sack. |
| QR size | 30 mm × 30 mm or larger Reliable phone scan across distance and angle. |
| Attachment | Hole-punch + tie, stitch or sew-on Place the hole away from the QR and Halo ID. |
Do not
Ordinary paper tags
Tears, wicks moisture, fails on export sacks.
Direct thermal labels
Fade or darken with sun and warehouse heat.
Glossy stock (untested)
Reflections can break scans on a phone camera.
Photocopied QR codes
Every sack must carry a unique code.
Manual URL edits
Breaks the link between label and record.
Status model
Where every label sits in Haloglide
The label is associated with its record before printing. There is no separate “linked” step in the basic workflow.
Record exists in Haloglide
QR URL + CSV exported
Label has been printed
Tag attached to the sack
Scanned and confirmed
Must not be used
Exceptions
When real life happens
Record exceptions in Haloglide — never throw away a misprinted or damaged label without logging it.
Label printed badly
Void in Haloglide and reprint that record.
Damaged before use
Void and reprint — never reuse the URL.
Label lost
Mark missing or void the record.
Wrong label attached
Remove, void if needed, attach correct.
Sack rejected
Mark held, rejected or voided.
Duplicate print
Stop the run and investigate before continuing.
Keep reading
The full Coffee Labelling Guide
See how Halo-Link and GS1 Digital Link compare, when to use inline printing, and how a label record evolves from Available → Verified.