Staff photo ID cards
Employee ID Badges
Design a staff photo ID card once, fill in names, titles and ID numbers from your list, and print CR80 cards with a front and back.
Work and business
Recommended templates
- Double-sided staff ID with the photo beside the name, department, employee number and expiry date.Use this template
- Double-sided staff ID with a photo above the name, department, employee number and a return-address back.Use this template
- Quiet white staff card: a rounded photo, a hairline rule, small-caps labels and the employee number on the back.Use this template
Make every name easy to recognize
Create staff photo cards with a consistent layout for names, departments, employee numbers and expiry dates, then match local photos to the people on your list. Download CR80 sheets for cardstock and holders, with an editable back for return instructions.
Groups people often use
- Office
- Warehouse
- Field Service
- Facilities
- Contractor
- Management
What to include
- A recent head-and-shoulders photo on a plain background, cropped the same way for everyone
- The name as the largest text, using first name and last initial where full names aren't needed
- Job title and department, with an accent color for each department or access level
- Employee number from the Employee ID field, plus an expiry date when needed
- Company logo on the front with a clearly printed employee number
- A back side with a return-if-found company address, an emergency contact line and access notes
What goes on the front and back of an employee ID card
Put the photo, readable name, role and employee number on the front, with return instructions or other approved information on the back. Preview every person before export and check front-to-back sheet positions carefully because duplex slot reversal is not implemented.
CR80 orientation and three ways to print employee IDs
Choose the CR80 orientation that fits your holders and print the PDF on paper or cardstock for trimming. Direct printing onto PVC needs suitable equipment and a compatible workflow; the sheet PDF is not a driver for a plastic card printer.
Staff photos, privacy and the limits of a printed ID
Match local image files to the people in your roster and use consistent crops so every face stays recognizable. Photos and staff details remain on your device, but a printed card does not authenticate the holder or replace your workplace's access controls.
How to make employee ID badges
Set up a CR80 ID layout
Open Employee ID Horizontal, or Employee ID Vertical for a card that hangs upright. Both use CR80 dimensions with space for a photo, ID number and expiry date, plus an editable back for return details.
Import the staff list
Save a CSV with Name, Title, Department, Employee ID and Expires columns; the importer recognizes those headings on its own. Use Group for department colors and print the employee number as text, since barcodes are excluded from free exports.
Add photos and the back side
Give each person their own photo, cropped the same way. Then design the back with the return-if-found address, an emergency contact line and any access notes, which stay the same on every card.
Test both sides, then print
Print one sheet on plain paper and hold it to a window to check that each back lines up with its front. Then print on cardstock, trim along the cut lines, and insert the cards into rigid holders.
Questions about employee ID badges
What information should go on an employee ID badge?
Most employee IDs show a photo, the person's name, job title, department, employee ID number and company logo, with an expiration date if cards are renewed. The back usually carries a return-if-found company address and an emergency contact line. Leave off birthdates, home addresses and personal phone numbers, since a lost card could show them to whoever picks it up.
Can I print employee ID badges on plastic PVC cards at home?
Sometimes. Some inkjet printers accept a card tray for inkjet-printable PVC cards, so check your printer's manual first. A dedicated ID card printer prints on blank PVC cards directly and is the steadier choice for regular use. Otherwise, print on cardstock and use rigid holders, which look neat and cost little. This site does not currently sell printed plastic ID cards.
How should I take staff photos for ID cards?
Use a plain light wall, even light from the front and the same camera distance for everyone. Ask people to face the camera with their head and shoulders in frame, and crop every photo so faces appear the same size on each card. A phone camera is enough. Retake any photo that is blurry, backlit or heavily shadowed before you print.
Should employee ID cards be vertical or horizontal?
Either works on a standard CR80 card. Vertical cards hang straight from a lanyard and give the photo more height, while horizontal cards fit long names more comfortably and suit strap clips. Holders and slot-punched cards come in both directions, so buy the kind that matches. For an upright design here, choose the portrait CR80 size or the Employee ID Vertical template.
Will a printed employee ID badge open doors or work as an access card?
No, a printed ID helps people recognize staff, but a card design can be copied and it carries nothing a door reader can check, so it is not access control on its own. Entry systems are managed by your security or facilities team. Before rolling out new IDs, check your facility's badge policy for anything it requires, such as photo size, colors or visitor rules.
How do I color-code employee ID badges by department or access level?
Put the department or access level in the Group column, and each distinct value gets its own accent color. Keep the scheme simple so coworkers and front desk staff learn it quickly, and show the group name in words as well, since color alone doesn't help people with color vision differences. Picking your own colors for more than three groups is a Pro feature, not yet available.
Your badges, printed in minutes
Start with Employee ID, horizontal, add your logo and names, and print your first set free for up to 500 people.