Bulk ID card order checklist for schools and companies
The quick answer
For a bulk ID-card order, prepare a checked roster with unique IDs, confirm the artwork and accessories, review the complete quote, and appoint one person to approve the final proof. Photo matching and delivery details should be settled before production.
A bulk order is easier to manage when one person coordinates the final list, artwork and approval. Use this checklist before submitting your request and again when the proof arrives.
1. Confirm the scope
- Count the people who need cards, including staff if they need a separate design.
- Decide whether everyone uses the same layout or different departments need variations.
- Specify cards only, holders, lanyards or a complete set.
- Record the required delivery date as a request; the team must confirm feasibility.
2. Prepare a clean roster
Use the downloadable CSV template. The current upload expects exactly id, name and class_or_department headings. Use one unique ID per person and check the spelling with the person or authorised institution representative.
The roster row count must match the card quantity. The online form accepts up to 3000 cards per request. If you need a different arrangement, describe it in your request before expecting an automatic import.
3. Plan artwork and photos
Use your authorised logo and approved colours. The current form accepts JPG/PNG front and back artwork. Individual photo collection is arranged during artwork review; uploading a roster does not automatically attach each person’s photo.
Name photo files using the same IDs as the roster. Keep a list of missing or unclear images, and resolve it before approval. See how to prepare student photos and the artwork resolution calculator.
4. Check the quote as a complete order
| Item | What to confirm |
|---|---|
| Cards | Quantity, dimensions, material and print sides |
| Design | Layout changes, personalisation and any assistance charges |
| Accessories | Holder and lanyard specifications and counts |
| Charges | Full payable total, applicable taxes and delivery |
| Schedule | Production start conditions and estimated dispatch/delivery |
Do not compare suppliers using a per-card starting price alone. Different quotes may include different accessories or services.
5. Review the proof carefully
Check each unique name and ID, the intended photo pairing, class or department, organisation spelling, front/back alignment and any validity details. Check the longest names as well as typical ones. A sample layout approval should not be mistaken for verification of every person’s details.
Record requested corrections in your account. Approve only the current proof version after the changes are resolved. A new version needs fresh review.
6. Confirm packing and receipt
Provide the delivery address, PIN code and a reachable contact. Request class-wise or department-wise grouping if needed and confirm whether it is included. Courier coverage and delivery dates are confirmed with the quote.
After receiving the order, compare counts against the final roster and report any issue with the order reference and clear supporting photos. Read the shipping policy and cancellation and refund policy.
Ready to request a quote?
Compare card options, browse templates, or start your order. No payment is taken simply for submitting a quote request.
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