How to Set Up an ID Card Printer System for Your Business
, by Shawn McNamara, 3 min reading time
Setting up an ID card printer system doesn't have to be complicated. This step-by-step guide covers everything from choosing the right Evolis printer to printing your first card.
Introduction
Whether you're managing employee badges, student IDs, or access control cards, an in-house id card printer gives you speed. It also provides security and control. But getting started can feel overwhelming. This guide walks you through everything. It covers choosing the right printer and printing your first card.
Step 1: Identify Your Use Case
Before buying a printer, answer these questions:
- How many cards will you print per month?
- Do you need single-sided or dual-sided printing?
- Do your cards need encoding (magnetic stripe, smart chip, NFC/RFID)?
- Will cards be used for access control, employee ID, or loyalty programs?
Step 2: Choose the Right ID Card Printer
For most small-to-mid-size businesses, a single-sided printer handles the basics. If you need employee photos on the front and department info on the back, go dual-sided.
We carry the full Evolis lineup — one of the most trusted brands in ID card printing:
- Evolis Zenius — Single-sided, compact, ideal for small offices and schools. Includes smart card and contactless encoding.
- Evolis Primacy 2 Dual-Sided — Full-featured dual-sided printer with NFC encoding. Built for high-volume environments.
Browse the full ID Card Printers collection to compare models.
Step 3: Stock Up on Supplies
A printer is only as good as its consumables. You'll need:
- Blank PVC cards — Standard CR80 size (same as a credit card). Our HiCo Mag CR80 PVC-PET Cards are compatible with most Evolis printers.
- Ribbon cartridges — Color (YMCKO) for full-color IDs, monochrome for black-only text.
- Cleaning kits — Regular cleaning extends print head life significantly.
Step 4: Install the Software
Evolis printers come with Evolis Premium Suite, a free card design application. You can also use third-party ID software like CardPresso or Magicard's ID Works. Most connect via USB or Ethernet.
Step 5: Design Your Card Template
Keep it clean and functional:
- Employee photo (left or right aligned)
- Full name + title
- Department or location
- Company logo
- Barcode or card number (if needed for access control)
Step 6: Print and Encode
Load your blank cards, run a test print, and adjust color calibration if needed. For encoded cards (mag stripe, NFC), the encoding happens simultaneously with printing — no separate step required with Evolis printers.
Conclusion
Setting up an ID card system doesn't have to be complicated. With the right printer and supplies, you can be printing professional cards in under an hour. Questions about which Evolis model is right for your setup? Reach out to our team — we're happy to help.