1. Find out which barcode your systems scan
Student IDs are usually scanned by the library, cafeteria or attendance system. Ask the vendor or your IT team two things: the barcode format and exactly what number it encodes.
- Code 128 is the most common and handles letters and numbers.
- Code 39 is still required by many library systems. It only encodes uppercase letters, numbers and a few symbols.
- Some systems expect a prefix or a check digit as part of the number. Match it exactly.
2. Export your student list
Export from your student information system with one row per student: name, grade, student ID number and a photo file name.
3. Gather and name the photos
Use school picture-day files or your SIS photo export. Name each file so it's easy to match, ideally by student ID (004512.jpg), and put that file name in the Photo column. Photos are cropped to fit, resized and turned the right way up automatically. Taking new photos? See ID photo tips.
4. Design the card
Start from the Student ID template. Replace the sample text with {{Name}}, {{Grade}} and {{Student ID}}, then add a barcode in the format your systems use and set its value to {{Student ID}}. Add the school year it's valid for, and use the back for the school's address and a "return if found" line.
5. Upload, check, and test a card
- Upload the spreadsheet on the design's Roster page (up to 2,000 students per upload; split larger schools by grade or building).
- Preview every card. Missing photos and unencodable IDs are flagged before you order.
- Order a single card first and scan it at the library or cafeteria before ordering for everyone.
New students mid-year
Your design and earlier photos stay in your account. Upload a short list with just the new students, and photos you've already uploaded are reused when the file names match.