Official employee ID cards your company actually controls.
HR picks the layout, the company colour, and which details appear. People open their own card. On Professional, a copied card from someone who has left can be checked and shown as not valid - and you can print real cards when the office still needs them.
One company card - designed by HR, shown to the employee, and safe to hand to security.
Until you choose a design, people keep the classic card they already have. Nothing changes on their phone until HR says so.
Five wide and five tall - pick one
Name, team, photo, and only what you allow
A return note and helpdesk on the back
Valid, expired, cancelled, or left the company
HR designs the card. Employees carry it. Leadership can explain what happens when someone leaves.
Same card. Three reasons it comes up when plastic badges, Word templates, or a fixed screen are no longer enough.
Choose the design once. Stop rebuilding it in Word for every joiner.
You get ten calm layouts - five horizontal, five vertical. Pick one. Set the company colour and logo. Decide whether mobile, blood group, or emergency contact appear, and on which side. A capacity meter stops the card from becoming a cluttered poster. You can open any employee’s card and see it the way they will. If you have not chosen a design yet, people still see the classic card.
- Live preview with a real person’s details while you tick fields
- “If found, return to…” plus a helpdesk phone or email on the back
- A register of cards: who has one, until when, and whether it was cancelled
A badge that still opens doors after exit day is a real risk.
A printed photo with a code anyone can copy is not proof the person still works here. On Professional, the code on the card points to a live check: valid, expired, cancelled, or no longer with the company. Cancelling a lost card needs a reason. When employment ends, the card stops being valid. That is the conversation security and leadership actually want.
- One accent colour and the company logo - the card still looks like you
- Contractors or a site can use a different layout and a ribbon, without a second product
- Changes to the design, the fields, and cancellations are recorded
People see their card. Security can tell if it is still good.
Employees open My ID Card. Personal and medical details - mobile, blood group, emergency contact - show only if HR turned them on and the person has agreed, unless HR records a reason to do otherwise. They can flip front and back and print when you allow it. At the gate, a check does not dump private details. It says whether the card is still good.
- Classic card stays until HR selects a company design
- People control consent for personal and medical fields
- Front desk sees valid, expired, cancelled, or left - not a full personnel file
Why a one-size card and a decorative code keep failing.
Most companies either print a Word badge, or show a fixed card inside HR software that HR cannot change. Neither one is something security can trust after a resignation.
A Word or Canva template per joiner
Inconsistent cards, no cancel, and no one can see what the employee actually has
One selected design, filled from the employee record, viewable by HR
A fixed card inside the HR app
You cannot hide blood group, change the colour, or give contractors a different ribbon
Field-by-field control, one company colour, and rules on Professional
A code that is just the employee number
Anyone can copy it, and it still “works” after the person leaves
On Professional, a live check says valid, expired, cancelled, or left
Blood group and mobile printed for everyone
Sensitive details sit on a card that gets photographed and lost
Those fields need HR’s choice and the employee’s consent
Print day discovers missing photos
A batch of blank faces, then a second chase on WhatsApp
A readiness count filters the list before you print
Visitor passes mixed up with staff badges
Guests and employees look like the same problem
This is the employee card. Visitor badges stay in visitor management
The ID card problems offices stop living with.
Each one is a real front-desk or HR moment, closed by a card the company owns.
Every new joiner means another afternoon in Word or Canva.
Ten ready layouts. HR picks one, sets the colour, and the card fills from the employee record.
The card shows blood group or a mobile number the person never agreed to.
Personal and medical fields appear only if HR enables them and the employee consents. Turning consent off asks for a written reason.
You tick too many fields and the card becomes unreadable.
Front and back have a visible slot limit. Extra ticks wait until there is room.
Someone leaves and their old card still “scans” because the code never expires.
On Professional, a live check can say the person is no longer with the company. Exit invalidates the card.
A lost card cannot be cancelled without reprinting the whole company.
Issue, cancel with a reason, and reissue. The history of that card stays visible.
Contractors look identical to employees at the gate.
On Professional, a rule can give contractors - or one department or office - a different design and a ribbon such as CONTRACTOR.
You print a batch and then discover fourteen people have no photo.
A readiness count - no photo, no employee code, no blood group if you show it - filters the list before you print.
Office printers and PVC printers need a real card size, not a screenshot.
Print sheets use standard ID-card size, with cut marks, front, back, or both.
HR cannot see the card an employee will actually get.
Open any person from the register and view the card, including which rule applied.
Six reasons this is more than a pretty template.
A nice layout that still works after someone has resigned is not a security control.
HR chooses fields without breaking the layout
Designs have slots. You see how many are used. The card stays decent no matter which boxes you tick.
Private details need a yes
Blood group and emergency contact are useful on a lost card and sensitive everywhere else. They stay off unless HR enables them and the person agrees.
One colour, still your company
The layouts are neutral on purpose. Your accent colour and logo do the branding, so ten offices do not get ten clashing designs.
A leaver’s card can fail a check
On Professional the code is a live link, not a string anyone can copy. Valid, expired, cancelled, or no longer employed.
Different badges without a second system
Rules can assign another layout, colour, or ribbon by department, office, employment type, or band. You can test which rule wins for a person.
Nothing changes until HR picks a design
People keep the classic card until you select a template. You can also switch everyone back to the classic card in one step.
What you can actually do.
Choose a layout
- Ten designs, created for your company the first time you open the studio
- Five horizontal and five vertical, with search and a live thumbnail
- Select one. Employees keep the classic card until you do
- Switch back to the classic card if a design was the wrong call
- Preview as yourself or as another employee before you commit
Decide what the card shows
- Name stays. Department, office, email, mobile, blood group, emergency contact and more are your choice
- Put a field on the front, the back, or let the layout place it
- A meter shows how full each side is
- Personal and medical fields can require the employee’s consent
- The preview updates before you save
Branding and the back of the card
- One accent colour. The company logo comes from your existing company settings
- Return-if-found wording and a helpdesk phone or email
- Validity until the person leaves, or for a fixed number of months
- Show or hide the back side
- Choose whether employees are allowed to print their own card
See every person’s card
- Search by person, department, office, employment type, and card status
- Open a card exactly as that person will see it, front and back
- A short note when a field is hidden because of consent, space, or empty data
- Opening someone’s card is recorded
Live check, cancel, and print - Professional
- A verified code instead of a code that keeps working after exit
- Public check page: valid, expired, cancelled, left the company, or not recognised
- Issue, cancel with a reason, or reissue - including issue for many people
- Rules for a different design or ribbon by department, office, employment type, or band
- Readiness counts before you print: missing photo, code, or a field you turned on
- Print sheets at real card size, with cut marks, front, back, or both
My ID Card for employees
- People open their own card in self-service
- After HR selects a design, that design is what the card is built to show
- Front and back, print when you allow it, and consent toggles for personal and medical details
- Until a design is selected, the classic card stays - no surprise redesign
Starter designs the card. Professional adds the live check, rules, and print sheets.
A pricing story you can say out loud. Starter is a complete card studio. Professional is how security and print actually work.
Starter
A full card studio, not a locked preview.
- Ten layouts, field choices, company colour, and if-found text
- View any employee’s card the way they will see it
- Employees keep My ID Card, including the classic card until you select a design
- A simple code on the card - not the live “still employed?” check
Professional and Enterprise
Same Smart Pass on both. Starter studio is included.
- Live check: valid, expired, cancelled, or no longer with the company
- Issue, cancel, and reissue, with a reason when you cancel
- Different design or ribbon by department, office, employment type, or band
- Missing-photo readiness and print-ready sheets at real card size
What makes the approach different.
You see the card while you design it
Every choice has a preview. HR is not guessing what “show mobile” will do to a vertical layout.
The card does not receive details it is not allowed to show
Hidden fields stay hidden, including on print and on the check page. Front desk does not get a personnel file.
You can roll a design back
Selecting a template asks you to confirm if cards are already issued. Clearing the selection returns people to the classic card.
Leaving the company is part of the card
On Professional, exit is not a separate badge project. The card stops being valid when the person is gone, and a lost card can be cancelled the day it is reported.
Offices that still print are included
Many companies are not ready to be phone-only. Print sheets match standard card size so a PVC printer or a careful office printer can finish the job.
Design changes are recorded
Switching the template, editing what appears, and cancelling a card leave a record. That matters when someone asks who changed the badge last quarter.
Employee ID Cards - questions buyers actually ask.
Stop handing out cards you cannot withdraw when someone leaves.
Book a short walkthrough: pick a layout with your colour, hide a field, open one person’s card, then show what a leaver’s card says when someone checks it.
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