HR Portal
Self-service badge management for your organization
QuickIDCard HR Portal gives your HR administrator a dedicated area inside My Account to share badge templates, review employee designs before they order, manage team members, and configure billing rules—while employees customize and order their own badges.
Who is this for?
- Businesses & corporate offices — roll out employee ID badges with consistent branding and HR oversight
- Schools & universities — let staff or students order from approved templates
- Healthcare & facilities — control badge content and quantities before cards go to print
- Any organization that wants employees to self-serve badge orders under HR rules
HR Portal features
HR administrators access these tools from the HR Portal section in the My Account sidebar after QuickIDCard provisions your organization.
| Feature | What it does |
|---|---|
| Dashboard | See pending approval count, view linked employees, and jump to employee management or creator restrictions. |
| Badge approvals | Review employee badge submissions; approve, reject, edit the badge in the designer, or update approved quantity before the employee orders. |
| Shared badges | Assign which organization templates each employee may use when “share all templates” is turned off. |
| HR settings | Configure template sharing, approval requirements, cart quantity control, PO billing for employees, and shared store credit. |
| Send notification | Email reminders to linked employees or invite new team members by email with an automatic organization link. |
| Creator restrictions | Limit what an employee can change in the badge designer—fonts, images, backgrounds, and similar tools. |
| Employee overview | View an employee’s templates, order history, and account details from one place. |
Organization settings
Turn these options on or off in HR Settings to match how your ID program should work.
| Setting | What it does |
|---|---|
| Share all templates | When on, every organization template appears for employees under Admin Shared Templates. Turn off to pick specific templates per person. |
| Require HR badge approval | Employees must submit badges for review before ordering. Badges stay out of the cart until HR approves. |
| HR controls cart quantity | HR sets the final quantity when approving. Employees see a read-only quantity in cart (available when approval is enabled). |
| Bill via purchase order | Employees can check out with the organization’s PO account when PO is enabled on the HR administrator’s account. |
| Share store credit | Employee checkout uses the organization’s store credit balance instead of the employee’s personal balance. |
Employee experience
Linked employees use the standard My Account pages with your organization’s rules applied.
| Step | Details |
|---|---|
| Open shared template | Employees choose a badge from Admin Shared Templates on My Templates. |
| Customize & save | They personalize name, photo, title, and other fields in the online badge creator. |
| Submit for approval | When approval is required, employees submit with a requested quantity. HR receives an email notification. |
| Order badge | After approval, employees check out with card, shared store credit, or PO if your organization allows it. |
| Email updates | Employees receive emails when badges are approved or sent back for changes. |
Getting started
-
Contact QuickIDCard to set up your organization
We link your HR administrator account and configure organization access. Email info@quickidcard.com to get started or request bulk employee linking.
-
Design organization badge templates
Create the badge layouts you want employees to use. These become the shared templates your team customizes.
-
Configure HR Portal settings
After sign-in, open My Account → HR Portal → HR Settings to choose sharing, approval, quantity, PO, and store credit rules.
-
Invite employees
Send email invites one at a time from Send Notification, or ask QuickIDCard to link existing accounts for larger rollouts.
Important notes
- QuickIDCard staff do not approve employee badge designs—your HR administrator does that in the portal.
- HR approves badge designs before purchase, not finished orders after checkout.
- Each employee can belong to one organization at a time.
- Notifications are sent by email; there is no in-app message center.
Ready to set up HR Portal?
Contact us to provision your organization account, or explore other ways to order badges if you are not ready for a full HR program yet.
