A staff ID card is much more than a way of identifying employees. It helps improve workplace security, promotes your company’s brand and gives customers, colleagues and visitors confidence that they’re speaking to an authorised member of staff.
Whether you’re ordering staff ID cards for the first time or reviewing your existing design, including the right information is essential. A well-designed ID card should be easy to read, durable and contain only the information that’s genuinely useful.
In this guide, we’ll explain what should be included on a staff ID card and share some best practices to help you create professional ID badges for your organisation.
Employee Photograph
A clear, recent photograph is one of the most important elements of a staff ID card. It allows colleagues, reception staff and customers to identify the cardholder quickly and reduces the risk of unauthorised use.
For the best results, photographs should be well-lit, in focus and taken against a plain background. Avoid heavily cropped images, group photos or pictures taken from social media wherever possible.
Employee Name
The employee’s name should be clearly displayed and easy to read.
Using a slightly larger font for the name helps it stand out from the rest of the information and makes identification much easier, especially in customer-facing environments.
Job Title or Department
Including a job title or department provides useful context for colleagues and visitors.
For example:
- Receptionist
- Sales Executive
- Facilities Manager
- Teacher
- Nurse
- Security Officer
This is particularly useful in larger organisations where employees work across multiple departments or locations.
Company Logo
Every staff ID card should feature your company logo.
Not only does this reinforce your brand, but it also helps demonstrate that the card is genuine. Professionally branded ID cards create a much better impression than generic designs and contribute to a consistent corporate identity.
Staff Number or Employee ID
Many organisations assign each employee a unique staff number.
Including this number on the card can assist with HR systems, payroll, attendance monitoring, access control and internal record keeping.
It also helps distinguish between employees who may have the same or similar names.
Expiry Date
While permanent staff cards don’t always require an expiry date, including one can be beneficial.
Expiry dates are particularly useful for:
- Temporary employees
- Contractors
- Agency staff
- Volunteers
- Students
Reviewing and replacing ID cards periodically also ensures photographs remain current and cards stay in good condition.
Barcode or QR Code
Many organisations now include a barcode or QR code on their staff ID cards.
These can be used for:
- Attendance systems
- Visitor management
- Asset tracking
- Staff registration
- Internal systems
QR codes can also link securely to employee information without overcrowding the card with unnecessary text.
Access Control Technology
If your organisation uses electronic access control, your staff ID card may also contain embedded technology such as RFID, proximity or MIFARE® chips.
These allow employees to gain access to offices, secure areas or restricted buildings simply by presenting their card to a reader.
Combining identification and access control into a single card makes life easier for both employees and administrators.
Colour Coding
Many organisations use colour coding to identify different groups of people quickly.
For example:
- Blue – Employees
- Green – Contractors
- Red – Visitors
- Yellow – Temporary Staff
Simple colour coding can improve security and make it much easier to identify who should and shouldn’t be in certain areas.
What shouldn't be included?
While it can be tempting to add as much information as possible, less is often more.
Avoid including unnecessary personal information such as:
- Home address
- Personal telephone number
- Date of birth
- National Insurance number
- Personal email address
Designing an Effective Staff ID Card
A professional ID card should be easy to read at a glance.
Some simple design tips include:
- Use high-quality employee photographs.
- Keep the layout clean and uncluttered.
- Use fonts that are easy to read.
- Include your company branding.
- Leave enough white space.
- Ensure important information stands out clearly.
- Print on durable plastic cards designed for everyday use.
Remember, your staff ID cards are often one of the first things customers notice when interacting with your employees.
Why Quality Matters
A poorly printed ID card can quickly become scratched, faded or difficult to read.
High-quality plastic cards and professional printing produce sharper photographs, more durable colours and a much longer lifespan. Not only do they look better, but they also reinforce your organisation’s professional image while helping to maintain workplace security.
Frequently Asked Questions
Do all staff ID cards need a photograph?
Not always, but for most organisations, a photograph is strongly recommended as it makes identification much easier.
Should staff ID cards have an expiry date?
Permanent employees don’t always require one, but expiry dates are highly recommended for contractors, temporary staff and volunteers.
Can staff ID cards include QR codes?
Yes. QR codes are commonly used for attendance systems, visitor management and linking to secure employee records.
What size is a standard staff ID card?
Most staff ID cards are produced in the standard CR80 format, which is the same size as a bank card (85.6 × 54 mm).
Final Thoughts
A well-designed staff ID card helps identify employees, strengthens workplace security and presents a professional image to customers and visitors. By including the right information – and avoiding unnecessary personal details – you’ll create ID cards that are practical, secure and built to last.
At CardHero, we’ve made ordering staff ID cards as simple as possible. Our online platform allows organisations to securely manage employee details, upload photographs using our unique Magic Link system, approve artwork and reorder replacement cards whenever they’re needed. Whether you’re ordering cards for a small business or managing thousands of employees across multiple sites, CardHero makes professional staff ID card printing quick, secure and hassle-free.