LDARC Guide to Sending and Receiving QSL Cards in Wavelog

This guide is for LDARC members using the Wavelog server at:

https://wavelog.k6ldf.com

For account setup or access help, contact:

Use this guide for personal QSL work and for LDARC club activities such as special events, Field Day, demonstrations, and club station operation. Before changing QSL settings or sending confirmations for a club log, make sure you are authorized to do so.

What QSL Means in Wavelog

A QSL is confirmation that a contact happened. In Wavelog, QSL information can cover several different confirmation paths:

  • Paper QSL cards sent or received directly or through a bureau.
  • Printed labels for physical cards.
  • Wavelog-generated QSL postcards.
  • eQSL confirmations and digital card images.
  • LoTW confirmations.
  • QRZ, HRDLOG.net, Club Log, or other third-party log confirmation services if configured.

Wavelog does not replace the need to make an accurate QSO first. A QSL confirmation should match a real contact already in your log.

Before You Send or Receive QSLs

Check these items first:

  1. Sign in to https://wavelog.k6ldf.com/.
  2. Confirm whether you are in your personal account or switched into a club station.
  3. Confirm the correct station location and logbook are selected.
  4. Confirm the QSO details are accurate before sending any confirmation.
  5. For club or event logs, confirm the club’s QSL policy with Rick, Terry, or the event lead.

Do not send personal QSLs from a club log unless that is part of the event plan. Do not configure personal LoTW, eQSL, QRZ, or other third-party credentials inside a club station unless instructed.

Finding QSL Status

  1. Open Logbook.
  2. Search for the callsign or browse to the QSO.
  3. Review the QSL-related columns.
  4. Open the QSO details or edit menu for the full confirmation fields.

The Logbook view uses confirmation columns to show whether a QSL was sent, received, or confirmed through supported services. The exact icons and colors may vary by theme, but the main idea is:

  • Sent means your side has sent or uploaded a confirmation.
  • Received means the other station’s confirmation has been received or imported.
  • Confirmed means the QSO is matched or accepted through the selected path.

Paper QSL Workflow

Use this workflow for traditional cards sent direct, through a bureau, or as part of an event batch.

Sending a Paper QSL

  1. Open Logbook.
  2. Find the QSO.
  3. Verify the QSO details:
  • Callsign
  • Date and time in UTC
  • Band
  • Mode
  • Frequency
  • Signal reports
  • Your station callsign and location
  1. Mark the QSO as requested or queued for QSL printing if you plan to print labels or postcards.
  2. Print the label or postcard.
  3. Attach the label to the card, or use the generated postcard.
  4. Mail the card direct, send through the bureau, or handle according to club/event instructions.
  5. Update the QSO’s QSL sent status after the card is prepared or mailed.

For club events, use the process defined for that event. Some special event logs may wait until after the event to print cards in one batch.

Receiving a Paper QSL

  1. Open Logbook.
  2. Search for the callsign.
  3. Confirm that the received card matches the logged QSO.
  4. If the details match, open the QSO details/edit view.
  5. Mark the paper QSL as received.
  6. Add notes if needed, such as direct, bureau, manager, or event card.
  7. Save the QSO.

If the card does not match your log, do not force it. Check for:

  • UTC date rollover.
  • Wrong band or mode.
  • Similar callsign.
  • Operator logged under the wrong club or personal account.
  • A duplicate or corrected QSO.

For club logs, ask before changing another operator’s QSO.

Printing QSL Labels

Wavelog includes label printing for physical QSL cards.

Set Up Label Printing

  1. Open the user menu.
  2. Choose Labels.
  3. If no label type exists, create a paper type first if needed.
  4. Create a label type.
  5. Save it.
  6. Choose Use For Print.

If you use a sheet of labels, configure the paper and label layout carefully. If you use a dedicated label printer, create the paper type and label type for that printer’s label size.

Add QSOs to the Print Queue

Labels print from queued QSOs. A QSO appears in the label queue when its QSL status is set to Requested or Queued.

  1. Open Logbook.
  2. Find the QSO.
  3. Set the QSL status to Requested or Queued.
  4. Save.
  5. Open Labels.
  6. Select the queued QSOs.
  7. Click the printer icon.
  8. Choose print options, including starting position on a partially used sheet if needed.
  9. Print.

After printing, update the QSO sent status according to your workflow.

Designing and Printing QSL Postcards

Wavelog also has a QSL Postcard Designer for physical postcard-style QSLs. It can create a ready-to-print PDF, normally one postcard per callsign. The standard card size is 5.5 x 3.5 inches.

Create a QSL Postcard Template

  1. Open the user menu.
  2. Choose QSL Postcard Designer.
  3. Optionally upload a background image.
  4. Add fields such as callsign, date, time, band, mode, RST, grid, and your station information.
  5. Add any fixed text, such as PSE QSL, TNX QSL, 73, club name, or special event name.
  6. Set template options such as how many QSOs can appear per card.
  7. Save the template with a clear name.
  8. Generate a test PDF and proofread it.

Good template names:

  • KN6ABC Personal Card
  • LDARC Field Day
  • K6LDF Special Event
  • Portable Activation

Print Postcards

You can print cards for all QSOs awaiting cards or for specific selected QSOs, depending on the postcard designer options available to your account.

Before printing a large batch:

  • Print a proof first.
  • Confirm callsign and address placement.
  • Confirm UTC time display.
  • Confirm the right station callsign and location.
  • Confirm the background image prints correctly.
  • Confirm card stock orientation in your printer.

Mailing addresses may depend on the configured callbook lookup service. If no usable address is found, a postcard may not be generated for that callsign.

eQSL Workflow

eQSL is a digital QSL-card service. If configured, Wavelog can synchronize with eQSL.cc so you do not have to manage every eQSL task manually.

Important: Wavelog does not download your entire eQSL log as a replacement for your Wavelog log. The QSO must already exist in Wavelog. Wavelog uses eQSL to upload confirmations and fetch confirmations for matching logged QSOs.

eQSL Setup Requirements

Before using eQSL in Wavelog:

  • Your eQSL login details must be set in your Wavelog user profile.
  • Your eQSL username is usually the callsign for that eQSL account.
  • Each station profile should have the correct eQSL QTH Nickname.
  • The QSO date must fall within the valid date range for that eQSL QTH/Nickname.

eQSL treats each QTH Nickname like its own location with its own credentials and validity range. If you change a password or location date range in eQSL, make sure Wavelog matches.

Upload QSOs to eQSL

  1. Open the eQSL area from the user menu.
  2. Choose Upload QSOs.
  3. Review the list of QSOs that have not been sent.
  4. Upload the QSOs.
  5. Confirm the QSOs are marked sent after a successful upload.

Import eQSL Confirmations

  1. Open the eQSL area from the user menu.
  2. Use the import option.
  3. Either import an exported eQSL inbox ADIF file or use the pull/download option if available.
  4. Wavelog marks matching QSOs as received.
  5. In Logbook, click the received eQSL indicator to view the digital card image if available.

eQSL Cautions

  • Avoid special characters in eQSL passwords used with API-style access.
  • Keep passwords simple enough for eQSL’s backend to accept.
  • Make sure each eQSL QTH Nickname has the correct date range.
  • If eQSL returns wrong password or user not found, Wavelog may remove stored credentials to protect the account or server.

LoTW Workflow

LoTW confirmations are excellent for awards because they are widely accepted and cryptographically tied to your callsign certificate.

LoTW Setup Requirements

LoTW setup depends on your LoTW account and certificate. If you upload a certificate into Wavelog, export it from TQSL version 2.7 or later, and do not set a password during export.

LoTW uploads and downloads use different credentials:

  • Uploads use the LoTW certificate.
  • Downloads use your LoTW username and password.

If uploads work but downloads fail, check the LoTW username/password stored in Wavelog.

Uploading to LoTW

  1. Confirm your LoTW certificate is valid for the QSO date range.
  2. Open the LoTW upload/synchronization area.
  3. Review QSOs ready for upload.
  4. Upload.
  5. Wavelog marks QSOs as uploaded when the upload itself succeeds.

LoTW processes uploaded logs asynchronously. That means LoTW may accept the uploaded file for processing before all matches are visible.

Downloading LoTW Matches

  1. Confirm your LoTW username and password are current in Wavelog.
  2. Open the LoTW synchronization area.
  3. Download or sync confirmations.
  4. Review updated QSO confirmation status in Logbook.

LoTW Cautions

  • A certificate can be valid overall but still restricted to a specific QSO start/end date range.
  • QSOs outside the certificate QSO date range will not upload successfully.
  • Renewed certificates may replace older certificates. If LoTW says the certificate was superseded, replace it in Wavelog.
  • LoTW’s last-upload activity data can lag because the source file is updated periodically, not continuously.

QSL Cards in Club Mode

Club station and special event QSLs need extra care.

Before sending, uploading, importing, or marking QSLs in club mode:

  1. Confirm you are switched into the correct club station.
  2. Confirm the correct club/event station location.
  3. Confirm the correct club/event logbook.
  4. Confirm the event’s QSL plan.
  5. Confirm whether you are allowed to update QSL statuses.

For LDARC events, the club may choose one of these workflows:

  • One person handles all outgoing QSLs after the event.
  • Operators mark requested cards, but do not print or mail them.
  • Operators print cards during the event.
  • Digital confirmations are uploaded after review.
  • No automatic third-party uploads are used for the event.

If you are unsure, stop and ask KN6RBP Rick or KO6ALP Terry.

Recommended Personal Workflow

For normal personal operating:

  1. Log the QSO accurately.
  2. Confirm the station location and logbook are correct.
  3. If the other station requests a paper card, mark the QSO Requested or Queued.
  4. Print a label or postcard.
  5. Mail the card.
  6. Mark QSL sent.
  7. When a card arrives, verify it against the log.
  8. Mark QSL received.
  9. Use eQSL or LoTW sync if you have configured those services.

Recommended LDARC Event Workflow

For special events, Field Day, and club operations:

  1. Decide the QSL policy before the event starts.
  2. Use the correct club station and event logbook.
  3. Keep station locations clean and event-specific.
  4. During the event, log accurately and avoid unnecessary QSL status changes unless assigned.
  5. After the event, review the log for errors.
  6. Export or back up the event log if needed.
  7. Print cards or upload digital confirmations only after review.
  8. Keep notes about what was sent and when.

Common Mistakes

  • Marking a QSL sent before it was actually printed, mailed, or uploaded.
  • Marking a QSL received without checking the QSO details.
  • Sending personal QSLs from a club log.
  • Uploading club QSOs to a personal eQSL or LoTW account.
  • Printing a batch from the wrong logbook.
  • Using the wrong station location on a card.
  • Forgetting that eQSL QTH Nicknames have their own date ranges and credentials.
  • Forgetting that LoTW certificates can have QSO date restrictions.
  • Printing without first checking a proof PDF.

Troubleshooting

The QSO is missing from the label queue

Make sure the QSO is marked Requested or Queued for QSL printing.

The postcard did not generate for a callsign

Check whether Wavelog has a usable mailing address for that callsign. The postcard designer may skip callsigns without address data.

eQSL upload fails

Check the eQSL username, password, QTH Nickname, and QTH date range. Also check for password characters that eQSL’s backend may reject.

eQSL confirmations are not appearing

Confirm the QSO already exists in Wavelog. Wavelog uses eQSL to confirm existing logged QSOs; it is not a full-log import replacement.

LoTW upload fails

Check whether the LoTW certificate is current, not superseded, and valid for the QSO date range.

LoTW download fails

Check the LoTW username and password in Wavelog. Upload and download credentials are not the same mechanism.

Club/event QSLs look wrong

Stop the batch. Confirm the club station, station location, logbook, template, and QSL policy before continuing.

Sources and Further Reading

  • LDARC Wavelog server: https://wavelog.k6ldf.com/
  • Wavelog QSL management documentation: https://docs.wavelog.org/user-guide/qsl/adif-import-export/
  • Wavelog LoTW guide: https://docs.wavelog.org/user-guide/qsl/lotw/
  • Wavelog eQSL guide: https://docs.wavelog.org/user-guide/qsl/eqsl/
  • Wavelog label printing guide: https://docs.wavelog.org/user-guide/qsl/label-printing/
  • Wavelog QSL postcard designer guide: https://docs.wavelog.org/user-guide/qsl/qsl-postcard-designer/