Choosing the Perfect Print Supplies for Your Industry
Launching an in-house badge program is a great way to streamline onboarding and guest access while keeping your facility secure — but it can be hard to know where to start. Between the printer and supplies you’ll need on hand, it can be easy to overlook small details that make a big difference in badge quality, effectiveness and ease of use.
In this blog post, we’ll walk you through the core items you need and how to choose the right badges and badge printing supplies for your industry’s daily demands.
The Basics: Badge Printing Supplies
Most badge programs will require a few basic supplies:
- Printer and ribbon. The printer you choose will depend on factors like whether you want to print on both sides of the badge or just one. Your printer type determines the ribbon you’ll need.
- ID cards. ID cards come in a variety of materials, including standard PVC or more durable composite cards. Some industries also need smart cards embedded with RFID technology.
- Lanyards or reels. How your employees wear their badges will determine the type of accessories you’ll order. Often, it’s more than an aesthetic choice. Choose based on safety needs, visibility or ease of access.
- Badge software. This is what connects everything. You’ll use it to design, print and manage your badges across departments or locations.
Together, these tools create a system that works for you. Next, we’ll walk through specific considerations for different industry applications.
Health Care: Safety, Durability, Clarity
In hospitals, clinics and other health care settings, badges are often multifunctional. They clearly identify staff to patients and visitors, control who can access different areas of the facility and offer quick reference guides for codes or protocols. Badges need to be well-designed, easily visible and durable to withstand frequent daily use.
Badge type. Use composite or antimicrobial cards that can handle daily cleaning and sanitizing without wearing down.
Accessories. Reels with pocket clips allow badges to be visible without impeding tasks where staff is bent over or working with equipment.
Security enhancements. RFID-enabled badges help control access to medication rooms, labs and restricted areas.
Special features. Color-coded designs or badge holders help staff quickly identify roles, departments and clearance levels. Badge backers can indicate title or role and include important emergency code information for quick reference.
Education: Visibility, Access Control
Staff and student ID badges are one of the best ways to enhance campus security. Schools need badges that are cost-effective, easy to manage and hard to replicate or misuse.
Badge type. Standard PVC cards with a clear photo, name and title information help staff to clearly identify the wearer.
Accessories. Branded lanyards in colors that correlate with student, staff or visitor status allow for additional quick identification.
Security enhancements. RFID-enabled cards give staff access to entry points, classrooms and buses. Temporary visitor badges, expiring badges or wristbands help keep track of visitors to campus or events.
Special features. Designing cards with school colors and logos enhances school spirit and offers a sense of camaraderie among students and staff.
Corporate Offices: Professional Appearance, Secure Access
In an office setting, badges are an extension of your corporate identity. They also play a key role in managing access to offices and protecting sensitive areas.
Badge type. Dual-sided cards offer ample space for identification information and customized branding touches, like a company mission or motto.
Accessories. Reels keep badges close by, making it easy to scan without damaging clothing. Lanyards offer additional branding space and make badges easy to see.
Security enhancements. Smart cards or cards printed with barcodes or QR codes can be used for door access, time tracking and printer authentication.
Special features. Branded badge designs with employee photos help reinforce company identity.
Events and Conferences: High-Volume, Short-Term Use
Badges are an essential part of a well-organized event. Make sure you have the equipment and supplies to manage badging on-site.
Badge type. On-demand or pre-printed paper, PVC or eco-friendly badges are cost-effective for short-term use.
Accessories. Use custom printed lanyards to extend event branding or highlight sponsor logos.
Security enhancements. QR codes or barcodes help manage attendee check-in and session attendance.
Special features. Color-coded badges can help identify staff, speakers or attendee levels at a glance.
Warehouse or Manufacturing: Durability, Security, Access
Badges used in an industrial or warehouse setting need to stand up to tough conditions and daily use. They also need to stay out of the way of tools and machinery during physical work.
Badge type. Durable PVC can resist damage from dirt, moisture and daily use.
Accessories. Reels or clips ensure badges stay tucked away while working.
Security enhancements. Magnetic stripes, barcodes or RFID-enabled badges work for identification, access control and time tracking.
Special features. For some applications, armbands may work better than reels or lanyards to keep badges visible without impeding tasks.
Printing, Laminating and Setting Up a Badge Program
Choosing the correct hardware (printers, laminators) and software (badge management program) for your industry is just as important as picking out the best badge. Most offices and schools opt for in-house badge management programs that allow on-site printing and software that integrates with HR or student identification systems. Event managers may choose to order pre-printed badges or print on demand with the help of an on-site badge management team.
Printers. Choose a printer based on badge volume, card type and design needs. Don’t forget printer cleaning and repair kits to keep equipment functioning and to get superior print quality.
Laminators. Laminating offers an added layer of protection, especially if you choose paper badges for events or conferences.
Badge management software. You’ll choose between license-based software that is tied to specific computers within your organization or a cloud-based system that allows access from any internet-enabled device. Each has advantages and drawbacks and what you choose depends on the size of your organization and your badge printing needs.
Learn more: Single License or Cloud-Based: How to Find the Right ID Management Software for Your Organization
What to Ask Before You Order
Before placing your first badge order, ask the following questions about your needs, setup and industry:
- How many badges will you print each week or month?
- Do you need different badge types for different roles?
- Do you need access control features? What about time-tracking or clock-in/out functionality?
- In what kind of environment will the badges be used? Will they experience unusual wear?
- Do you plan to print in-house or outsource printing needs?
Not sure? Our team is standing by to answer any questions and walk you through the badging process that best suits your industry and needs.
Build a System That Works For You
The best badge program and supplies are those that work best for you. Choose cards, accessories and systems that function well within your day-to-day operations. With the right supplies, your badge system can improve security, speed up access and support a professional environment across your organization.
