ID cards

Issuing, designing, downloading and printing employee ID cards, the QR code that checks a card, revoking a card, and the digital card in the staff app.

HR can issue a photo ID card to each person, print it, and check it with a QR code. Staff also carry the same card on their phone.

The ID cards list

Open People › Employees › ID cards. Each row shows the person, their designation, department, outlet and company, when they joined, and their current card, if any.

Filter by outlet, department or company, or pick one of:

• No card yet
• Joined this month
• Photo missing
• Expiring

A card’s state is Active, Expiring, Expired or Revoked.

Issuing cards

Tick the people and choose Issue, with a reason: New, Lost, Damaged, Role change or Renewal. You can issue up to 200 cards at once.

• Each card gets a number like IDC-000123 and a version. A reprint for the same person is the next version.
• Issuing a new card stops the person’s old card. Only one card per person works at a time.
• The card is valid for the number of years set in the design, ending the day before the same date. For example, a 2-year card issued on 01-11-2026 is valid till 31-10-2028.

Some people are skipped, with the reason shown: someone who is not working now, has no job details, or whose company can’t be worked out. The company on the card is the company of the person’s outlet.

Add a profile photo first. Without one, the card shows the person’s initials.

Issuing and revoking needs permission to change people, for the people you look after. Reading the list and downloading cards needs permission to read people.

Card design

Each company has its own card design. Without changes it uses these defaults:

Changing the design needs permission to change people for the whole organisation.

What is on a card

Front: company logo and name, photo, name, employee code, designation, department and outlet.

Back: blood group, emergency contact, joining date, valid-until date, the return address, the signatory and the QR code.

These are never on a card: date of birth, Aadhaar, PAN, home address and the person’s own phone number.

Blood group is a field on the person’s profile and in the Add employees and Update employees imports. If it isn’t known, choose Not known.

Downloading and printing

Pick the cards and download a PDF in one of two layouts:

• Card size: one card per page, front then back. Use this for a card printer.
• A4 sheet: 9 cards on each sheet with crop marks. Each fronts sheet is followed by its backs sheet, mirrored so the backs line up when printed on both sides.

To print the A4 sheet on both sides:

1. Print at 100% (actual size), not “fit to page”.
2. Turn on two-sided printing and choose flip on long edge for portrait cards, or flip on short edge for landscape cards.
3. Check one sheet against the light before printing the rest, then cut along the crop marks.

A revoked card can’t be downloaded.

Checking a card with the QR code

Anyone can scan the QR code on a card with a phone camera. It opens a page that shows only:

• the photo,
• the name,
• the designation,
• the company,
• and whether the person works here or no longer works here, or that the card has been stopped or has expired.

Nothing else about the person is shown, and nobody needs to sign in. Each QR code is a long random code, not the person’s ID.

Revoking a card

On a card, choose Revoke and pick Lost, Damaged or Other. The card stops working at once, and its QR page says so. Issue a new card when the person needs one.

When someone leaves, their card is stopped on the last working day. The QR page says no longer works here from that day. If an exit is reversed, the old card stays stopped; issue a new one.

History on a person shows every card they were ever given, newest first.

The digital card in the staff app

Staff see their own card in the staff app under My ID card. It shows the same front and back as the printed card, including the QR code, so it can be shown at the door if the plastic card is left at home. If no card has been issued yet, it says so.