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Student and staff ID cards

Print student and staff ID cards from the records you already keep. Each card has your logo, the principal's signature, the photo and a QR code of the register number. Choose one of eight ready-made designs, or print the classic one with no set-up.

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The problem it solves

Every year the office types names, programmes and blood groups into a design file for the printer, and mistakes come back on 2,000 cards.
A lateral-entry student waits weeks for a card.
Cards from different batches look different, and the gate cannot tell a valid card from an expired one.

How it works

A system administrator adds the card logo and the principal's signature on the college's record once. Without a card logo, the college's own logo is used.
If you want, choose a design under Master Configuration > Configuration > ID Card Designs. Set one for students and one for staff, with your colours and fields. A preview shows the front and back as you change them.
Open the students list, filter a programme, batch or department, and tick the students. Choose Print > Student ID Card.
A PDF is made with one card per page for a card printer, or 10 cards on an A4 sheet with cut marks.
For staff, tick them in the staff list and choose Print > Staff ID Card.
The QR code holds the register number. The library counter and the gate scan it in the Campus app's staff view.

Everything it does

What a student card shows

Name, photo, register number and the title STUDENT ID CARD
Programme and department
Date of birth and blood group
Valid Till: the last day of the student's batch
On the back: emergency contact, phone, address, If found, please return to, and a QR code of the register number

What a staff card shows

Name, photo, staff ID and the title STAFF ID CARD
Job and department, date of birth
Emergency contact with the person's name, phone and address
The staff ID is also the staff member's login name

Designs

Eight designs: Classic band, Modern side stripe, Minimal, Photo left, Photo top centred, Dark header, School crest and Corporate
Portrait or landscape on a standard card of 85.6 x 54 mm
Main Colour (#1f4e79 to start with) and Accent Colour (#f5a623), with a colour picker
Photo shape: Square, Rounded (to start with) or Circle
Show or hide Department / Class, Date of Birth, Blood Group, Valid Till, Emergency Contact and Address
Your own Card Title and Footer Line; empty means STUDENT ID CARD and the ID number
Signature label: Principal, HR Manager, Authorised Signatory, Other (type it) or No signature
One design for students and one for staff per college; without one, the classic design prints with the principal's signature and the back side

Printing

Print On: One card per page (card printer), or A4 sheet with 10 cards and cut marks
On A4 with the back side on, the backs follow on the next sheet in mirror order, for double-sided printing
Without a back side, the QR code is printed on the front
Print any number of students or staff at once from the list

Who uses it

College officePrints the cards of a batch, a new student or new staff from the lists.

Education administratorChooses the card design, colours, fields and printing for students and staff.

System administratorAdds the college's card logo and the principal's signature on the college's record.

Librarian and gate staffScan the QR code on the card in the Campus app's staff view.

Where you use it

Web: the students list and the staff list, Print > Student ID Card or Staff ID Card
Web: Master Configuration > Configuration > ID Card Designs (education administrators)
Web: Administration > Users & Entities > Entities, ID Card Logo and Principal Signature (system administrators)
The Campus app, staff view: the library counter and the gate scan the card (built and in testing, not in the app stores yet)
Not in the Campus app: no digital ID card for students or staff to show on the phone

What you control

Settings

Design per college: one for students, one for staff; the classic design without set-up
Orientation: portrait to start with
Fields shown: all on to start with
Print the Back Side: on to start with
Print On: one card per page to start with
Card logo and principal's signature per college

Questions

Do we need to set up a design first?

No. Without a design of your own, the classic design prints with your logo and the principal's signature. Choose a design only when you want other colours or fields.

Can we print on an ordinary printer?

Yes. Choose A4 sheet: 10 cards with cut marks. For a card printer, choose one card per page in the 85.6 x 54 mm card size.

Does the card show until when it is valid?

Yes. Valid Till is the last day of the student's batch, so a card of a three-year programme stays valid for the whole programme. You can hide it in the design.

Can each of our colleges have its own card?

Yes. Each college has its own designs, card logo and principal's signature.

Can the dean sign instead of the principal?

Yes. Upload the dean's signature as the design's own signature and set the signature label to Other, typing Dean. Or choose Authorised Signatory.

Related features

ADMISSIONS AND STUDENT RECORDSStudent records, guardians and documentsOne record per student with the programme, semester, section and mentor, the student's own login, and the father, mother or guardian with their contacts. The certificates the college holds, from the previous mark sheet to the migration certificate, are kept with numbers, scans and where the original lies.ADMISSIONS AND STUDENT RECORDSStaff records for faculty and office staffKeep each faculty member's and staff member's file in the college system: staff ID, joining date, qualifications, earlier jobs and family. With SmartMy HRMS the service dates come from HR and stay the same in both.CERTIFICATES AND LIBRARYLibrary: catalogue, issue, return and finesKeep the catalogue and every copy with its accession number. Issue and take back books at the counter or on a phone, and late fines go to the student's fee account. Students see the books they have out, due dates and fines.ACTIVITIES, DISCIPLINE, GROUPSeveral colleges in one account, with a group dashboardRun each college of your trust or group as its own institution in one account. Each keeps its own programmes, grade scales, fees, approvals and messages. A group dashboard gives management one scorecard per college every day: students, staff, attendance, fees, exams, messages and discipline.APPS AND PORTALFaculty view in the appThe faculty view of the Campus app puts the day on the phone: today's lectures and registers, assignments, marks, student leave and exam duties. The same app runs the library counter and the activity instructor's sessions, and each person sees only the pages their role allows.

See your own semester run in it.

Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.

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