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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 ID 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 June the office types names, classes and blood groups into a design file for the printer, and mistakes come back on 1,200 cards.
  • A child who joins in the middle of the year waits weeks for a card.
  • Cards from different years look different, and the gate cannot tell a valid card from an old one.
  • The library and the gate type the student's number by hand.

How it works

  1. Your administrator adds the card logo and the principal's signature once. Without a card logo, the school's own logo is used.
  2. 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.
  3. Open the students list, filter a class or section, and tick the students. Choose Print > Student ID Card.
  4. A PDF is made with one card per page for a card printer, or 10 cards on an A4 sheet with cut marks.
  5. For staff, tick them in the staff list and choose Print > Staff ID Card.
  6. The QR code holds the ID 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
  • Class (course) 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
  • A logo or signature of the design's own, when it differs from the school's
  • One design for students and one for staff per school. Without one, the classic design prints with the principal's signature, and student cards print 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

School officePrints the cards of a class, 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 school's card logo and the principal's signature on the school'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
  • 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 school: 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 school

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.

Can we leave the blood group or the address off?

Yes. Untick the fields you do not want in the design. The address and emergency contact are printed on the back, which you can also switch off.

Can each of our schools have its own card?

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

Does the card work with the library and the gate?

The card carries a QR code of the student's register number. The library counter and the gate in the Campus app's staff view can scan it to find the student.

Related features

ADMISSIONS AND STUDENT RECORDSStudent records, parents and documentsOne record per student with the father, mother and guardian, their contacts and their login. The papers the school holds, from the birth certificate to the previous school's TC, are kept with numbers, dates, scans and where the original lies.ADMISSIONS AND STUDENT RECORDSStaff recordsKeep each teacher's and staff member's file in the school 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, LIBRARY, PARENT CONTACTLibraryKeep the catalogue and every copy with its accession number. Issue and take back books at the desk or on a phone, and late fines go to the student's fee account. Parents see the books their child has out and what is overdue.ACTIVITIES AND DISCIPLINEPickup and early exit passesParents name who may collect their child and ask for an early pickup on the app or the portal. The office approves, the parents get a one-time code, and the gate checks the code and the photo of the person before the child leaves. Parents are told when the child goes out and comes back.CERTIFICATES, LIBRARY, PARENT CONTACTBonafide, conduct and transfer certificatesFamilies ask for a bonafide, conduct or transfer certificate on the portal or the Campus app. They pay its fee, if any, and download it signed. Every certificate carries a QR code that anyone can scan to check it is genuine.

See your own school year run in it.

Tell us how many students you have, which classes you run and how you collect fees today. We will show you SmartMy School set up that way.
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