Setting Up a Staff ID System

From Prime ID — helping small teams stay organised and professional

A clear ID system keeps everything running smoothly. Whether you’re managing five staff or fifty, a structured approach makes ordering, updating, and reissuing cards faster and more reliable.

🧭 1. Keep your staff list up to date

Maintain a simple spreadsheet or shared file with names, job titles, and departments.
Include columns for issue date, expiry date (if used), and notes on replacements.
Update it every time someone joins, leaves, or changes role.

🖼️ 2. Organise photos and logos

Store photos in a clearly labelled folder with filenames like Firstname_Surname.jpg.
Keep your organisation’s logo file in one place (ideally a high-resolution PNG).
Use consistent photo styles across all staff cards for a professional look.

Organising staff photos in a spreadsheet helps reissuance and repeat orders

💾 3. Back up your data

Save your spreadsheet and photo folder to a secure cloud service or shared drive.
Back up regularly to prevent loss of staff data or images.
Keep access restricted to authorised team members only.

🧾 4. Streamline reorders

Keep a note of your last card design or template.
Use your staff list as a reorder checklist - just tick the names needing updates.
For large teams, Prime ID can store your layout for future batches.
If you're an existing Prime ID customer your previous orders and designs can be made available in your private account page - contact us for more information

💡 Final tip

A well-maintained system can literally save hours when reordering or updating cards. Send us your spreadsheet, and we’ll handle photo matching and layout alignment automatically.

📤 Next step

Want to make your ID management easier? Email hello@primeid.uk for our reusable staff data template, or ask about our repeat-order setup service.

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