How to Use ID Card Templates with Your Printer: A Quick Step-by-Step Guide

Using an ID card template is one of the easiest ways to create professional-looking staff badges, visitor passes, or membership cards. Whether you're printing with a DTC or retransfer ID card printer, templates save you time and ensure consistency across your cards. In this guide, we’ll walk you through how to use ID card templates from design to print - step by step.

1. Choose the Right ID Card Template

Start by selecting a template that fits your use case:

• Staff ID template – name, photo, role, company logo

• Visitor badge – name, date, time, access level

• Membership card – member ID, name, barcode or QR code

You can find free templates online or use the ones included with your printer’s card design software (like EasyBadge or CardPresso).

Tip: Make sure the template matches your card size - the standard is CR80 (86 x 54mm)

2. Open the Template in Your Design Software

Most ID card printers include or support design software. Simply open your template file in:

• EasyBadge (free with many bundles)

• CardPresso

• ID Works

• Adobe Illustrator or Photoshop (for advanced users)

You can then insert your logo, choose colours, and add dynamic fields like name or photo.

3. Customise Your Card Details

Edit the placeholders in your template with your own:

• Company branding (logo, colours)

• Employee or member details

• Photo (upload or take via webcam)

• QR code, barcode, or encoding fields (if needed)

If you're printing multiple cards, use the database or spreadsheet import feature to populate fields automatically.

4. Set Up Your Printer for Accurate Output

Before printing, double-check your printer settings:

• Card size: CR80 / PVC

• Single or dual-sided

• Ribbon type: Colour (YMCKO), monochrome, etc.

• Print resolution: Use highest setting for sharp logos/photos

Reminder: Run a cleaning cycle if you haven’t printed in a while - debris can affect print quality.

5. Print and Review

Load your blank cards into the input hopper, select how many to print, and send the job from your software.
Check the first few prints for:

• Alignment

• Colour accuracy

• Photo clarity

• Text legibility

Make any tweaks to your design or settings as needed.

Final Tips

• Save your final template for future use

• Back up your data if using a database

• If unsure about setup, use free support (we include it with every purchase)

Need a Template or Printer to Get Started?

We include free card design software and templates with all our ID card printer bundles – plus expert support to help you set it up.