So you know you need ID cards, but how exactly do you make them? Complete photo ID systems provide everything you need to launch an effective ID card program right out of the box. Each ID system includes a professional card printer from one of the industry's leading manufacturers, along with badge design software and all the supplies necessary to get your card program up and running.

Printers

At the center of any ID system is the printer. ID card printers are designed specifically to produce high-quality IDs on durable PVC plastic cards. Although they operate much in the same way that a desktop printer does, photo ID systems use printers with an entirely different set of technology to print and encode ID cards.

ID Card Software

ID card software functions like the brains of your ID system. With photo ID software you can design ID cards, manage cardholder records, and communicate with databases. Software comes in a variety of packages, and choosing the right program largely depends on the needs of your business. Basic entry-level software like AlphaCard ID Suite Light (holds up to 200 records) will easily meet the expectations of small businesses, while more sophisticated editions like AlphaCard ID Suite Professional will be capable of handling the needs of larger corporations and organizations looking to utilize advanced ID card technologies.

ID Cards

Blank ID cards are the canvas for your ID card program. While most ID systems will rely on standard credit-card sized CR80 cards, you can find a wide range of blank cardstock available including magnetic stripe cards, key tags, smart cards, proximity cards, cards with embedded security features, and even colored cards.

Printer Ribbons

How do you get the great card design you've created in your ID software onto your blank cards? That's where the printer ribbon comes in. Printer ribbons are the part of your photo ID system that's responsible for applying color, images, graphics, and text to the surface of ID cards. Like blank cardstock, there are a wide variety of ribbon types available depending on your printer model and specific printing needs including full ribbons, single-sided ribbons, dual-sided ribbons, and monochrome ribbons.

Cleaning Kit

Printer cleaning kits are a small, but crucial, part of any ID system. Regular printer maintenance and cleaning is needed to ensure the quality of your cards each time you use your photo ID system. Each printer has a cleaning kit specifically designed for it and most kits will include cleaning swabs, cleaning kits, and cleaning cloths.

Photo ID Camera

Photo ID cameras easily integrate with your photo ID system's design software. By using a special camera designed specifically for taking ID photos, your images will work well for visually identifying cardholders.

When you're shopping for a photo ID system, the printer will be largest factor in your decision. With so many options it can seem difficult to zero in on the model that will best fit your organization. To help make the decision process a little easier, consider these questions.

ID card design and database software is the brains of your ID card system — it's where you will design your card store your cardholder database, and add, remove, or edit cardholder information. When it comes to your software, make sure to choose an edition that has all the features you need to design your cards and store cardholder data.

Designing Cards

Designing your cards is the primary use for ID card software — the software is where you'll create the initial design template and where you create cards for your cardholders with their personalized information.

Design options will vary by software brand and edition, from the most basic drag-and-drop options to those with advanced scripting and encoding features. As a baseline, most organizations need software that has:

• A basic database
• Multiple card templates
• Text formatting options
• Image imports
• Background options
• Encoding for barcodes
• Encoding for magnetic stripes
• Serial numbers

Storing Cardholder Information

Most card software will include some sort of cardholder database to store your information. Many entry-level editions have a 200-record limit, while fully featured editions will allow you to connect an external database or use an unlimited built-in database.

A cardholder database also gives you access to non-printed fields; this is often used for membership and rewards programs, employee ID cards, and student IDs. You can add information, including an address or phone number for contacting cardholders, along with account information, that you need to call up quickly but do not want printed on the card.

The alternative to storing your cardholder information in a database is one-off printing. You would need to design and print each card new, with no record of the cards you create or print. While this may work for some organizations, most businesses will require a database of some sort.

Visitor Management Software

If you want to print visitor badges and store visitor information, you can use your normal ID card software or choose from software designed for visitor management. Checking visitors into your building and issuing them badges is an important security step for many businesses — it allows you to control who has access to the building, and know who is there in the event of an emergency.

Get more value from your ID card printer by using it for more than just employee ID cards. Here are other common types of cards you can print with an ID card machine.

Business Cards

Membership Cards

Promotional Cards

Key Tag Cards

Loyalty Cards

Gift Cards

Greeting Cards

Event Badges

Visitor & Volunteer Badges

Cashless Payment

Time & Attendance

Access Control