How to make an ID card for employees?
How to make an ID card for employees?
To create an employee ID card in-house using an ID printer, follow this comprehensive guide. This method streamlines the process and offers flexibility and cost savings, making it ideal for organisations that frequently update or replace ID cards. Here’s a step-by-step approach.
Define ID Card Specifications and Purpose
Determine Use: Decide if your ID cards are for identification, security access, or both. This will help decide the design and security features, like holograms or barcodes, needed for your cards.
Security and Durability: Consider including features such as magnetic stripes, proximity chips, or UV printing for added security and durability, depending on the environment where the cards will be used.
Design Your ID Card Layout
Elements: Basic elements typically include the employee photo, full name, employee ID number, job title, and company logo. Design for easy readability by ensuring high contrast and simple fonts.
Consistency: Establish photo and layout guidelines. Use similar backgrounds and lighting for employee photos, and decide if there will be punch holes for badge reels or lanyards.
Digital Design Tools: Software like Adobe Illustrator, Photoshop, or specialised ID design programs such as CardPresso or EasyBadge can help create your layout effectively. Some ID printers also come with proprietary software that can streamline this process.
Select the Right ID Printer and Supplies
Printer Types: There are several ID printer types tailored for different needs. For high-quality images and durability, retransfer printers like the Fargo HDP6600 are excellent. Direct-to-card printers (DTC) such as the Evolis Primacy 2 or Zebra ZC300 are generally cost-effective and versatile options.
Ribbons and Cards: Use ribbons designed for your printer. If you are unsure on which the correct ribbon is, we can help! To Choose card stock based on the durability and security level needed, such as PVC or composite cards for heavy-duty use.
Accessories: Stock up on accessories such as badge holders, lanyards, badge reels and more that your employees will need. Some companies choose to add protective laminates for added durability.
Setting Up and Printing
Install Printer Software: Most ID printers come with software or drivers that need to be installed on your computer to facilitate design and printing. Ensure compatibility with your operating system.
Print Settings and Quality Checks: Set up your print quality, alignment, and any other preferences before printing large batches. Test a sample card to verify print quality and alignment.
Batch Printing and Data Management: If creating cards for many employees, consider batch printing with integrated data management to simplify the process. Systems like Entrust or EasyBadges make it easy to link employee data, such as names and ID numbers, directly into the printing process.
Issue and Maintain Cards
Issuing Protocol: Have a system for issuing and tracking IDs to ensure all employees receive their cards promptly. Many companies log issuance in an employee management system.
Maintenance: Regularly clean your printer and replace supplies as needed. ID printers often require cleaning kits to prevent residue build-up and ensure high-quality prints.
Considerations for Future Updates and Replacements
On-Demand Printing: Having an in-house ID printer allows for on-demand printing, saving time and reducing waste from bulk ordering or waiting for replacements.
Cost Analysis: Setting up an in-house ID printing system involves initial investment, but the ongoing per-card cost remains significantly lower than outsourcing, making it a cost-effective choice over time.
Did you know..
We print, so you don't have to! With CardHero, you can skip all the maintenance and hassle. Our design team works with you to create the perfect design for your staff ID cards, and prints to an exceptional quality.
This process for printing workplace ID cards not only enhances security and branding but also simplifies badge management, especially in dynamic work environments where access control and employee verification are essential. By following these steps, you can create a professional, secure, and customised company ID card system tailored to your organisation's needs. For detailed technical support or specific product recommendations, we offer extensive resources and guidance. Call us on 0333 7000 123, or contact our friendly team of experts here!