Ns design blog
Staff ID Card Template: What to Include (Checklist)
A good staff ID card shows the organisation, the person’s name, their role, and a clear photo, and nothing more than people need to see. The standard card size is 85.6 x 54 mm. This checklist helps you decide what to put on yours, and you can build it in our free online designer.
- Price: from £4.99 per card (reverse side +£1.00, NFC +£2.50, QR code free)
- Card: 85.6 x 54 mm PVC, the standard ID card size
- Minimum order: none. One card or a whole team
- Delivery: printed in the UK, free UK delivery over £30
- Free: design as much as you like and download your cards as a PDF before you order
The essentials
- Organisation name and logo so the card is recognised at a glance.
- Full name as people know the person.
- Job title or role, for example Nurse, Contractor, Visitor, Volunteer.
- A clear photo, front-facing, head and shoulders, plain background.
Useful extras
- Department or site in larger organisations.
- Staff or ID number for records and access systems.
- A QR code linking to your website or a verification page. QR codes are free in our designer.
- Contact number on the reverse so a lost card can be returned.
- Colour coding by role or area, for example a different colour band for contractors and visitors.
- NFC encoding if you want a tap to open a link. It adds £2.50 per card.
What to leave off
- Home addresses and personal phone numbers.
- Anything that is not needed to identify the person or their role.
- Too much small text. A card is read from a distance, so keep it simple.
Photo tips
- Face the camera, head and shoulders, with a plain background.
- Use even daylight or a well-lit room. Avoid strong shadows.
- A phone photo is fine. You can crop and brighten it in the designer, and remove the background.
- Use the same style for everyone so the cards look consistent.
Size and layout
Standard ID cards are 85.6 x 54 mm. They can be landscape (wide) or portrait (tall). Portrait cards are popular on lanyards. If you upload your own finished artwork, use 1011 x 638 pixels for landscape (300 dpi) and keep text 3 mm away from the edges so nothing is trimmed.
Keep people’s data safe
Only collect what you need to make the cards. In our designer, unfinished orders are deleted after 7 days and finished orders after 180 days. See the privacy policy for details.
Build your own now
Start from a blank card, a ready-made design, or ask the AI assistant to lay it out from a short description. There is no minimum order, and you can download a free PDF to check it before you order. See the ID card maker overview, or if you work in healthcare, the free hospital staff ID card template.
Frequently asked questions
What should be on a staff ID card?
At minimum the organisation name or logo, the person's full name, their job title or role, and a clear photo. Many organisations also add an ID number, a QR code, and a contact number on the back.
What size is a standard ID card?
The standard ID card size is 85.6 x 54 mm, the same size as a bank card. It can be landscape or portrait.
What photo should I use on an ID card?
A clear, front-facing head and shoulders photo with a plain background and even lighting. A phone photo is fine, and you can crop and brighten it in the designer.
Should I put a home address on a staff ID card?
No. Leave off home addresses and personal phone numbers. Only include what is needed to identify the person and their role.
Can I make staff ID cards for free?
Designing is free in the NS Design card designer and you can download your cards as a PDF before you order. You only pay when you order printed cards, from £4.99 each.
Where can I get a staff ID card template?
Open the NS Design card designer and choose a ready-made design or a blank card, or describe your organisation to the AI assistant and it will lay out a card for you.