Employee ID cards
Consistent, compliant photos for the entire workforce — captured via self-service, automatically validated, and exported directly to your card system.
Starting point
New ID cards for the entire workforce usually mean organizing photo appointments, checking quality by hand, and assigning images to employee numbers one by one. With distributed locations and shift work, this turns into a project lasting months.
In addition, photos from different sources are rarely consistent — and often don't meet the requirements of the access control system and corporate design.
From master data record to finished ID card.
Send invitations
The workforce comes from the HR system or via Excel import. Invitations are sent by email, SMS, or QR letter — in waves if required.
Checking and processing
More than 35 criteria are checked immediately. If there is an error, the interface states the reason and requests a new upload.
Handover to the card office
The export goes as ZIP, via sFTP, or API to the card or access control system — named after your employee number.
Capture with your own smartphone
Each person receives a personal upload link — generated from the HR system or Active Directory, sent by email, SMS, or QR code.
- The upload works without login and without app installation
- Sharpness, head pose, background, and glasses are checked during upload
- Scalable to thousands of photos per day
Photo kiosk and staff-operated app
In production, shift operations, and on joining, the photo is taken on site — at the self-service kiosk or with the staff-operated app.
- Self-service kiosk for locations without personal devices
- Assisted capture, for example during onboarding at the card office
- Integrated background removal, wireless operation possible
Highly automated through to approval.
Photos are immediately checked for consistency and quality and automatically processed to the required format. Optional manual quality control guarantees fully compliant results.
Head not facing forward
Faulty photos are detected during upload — with instant feedback.
- 35+ automatic checks
- Configurable criteria and strictness
- Feedback with specific instructions
Portrait, close zoom, gray background
Uploaded photos are automatically processed to the required format, including:
- Alignment and centering of the face
- Adjustment of format and zoom
- Background replacement as specified
Photos can optionally be reviewed manually before final approval.
- Integrated messaging for new requests
- New invitation with detailed reason
- Interface designed for large review volumes
ID cards for the entire workforce, without photo appointments.
A months-long project becomes a single mailing: invite, have photos checked, hand over to the card office — across all locations.
All locations in parallel
Distributed locations and shift teams capture photos at the same time, with no travel schedule and no photo room.
Consistent image
Cropping, background, and color profile follow your specifications — regardless of who took the photo.
Directly into the card system
The export goes via sFTP or REST API into card management or access control.
What a rollout of this size needs.
Thousands of people at multiple locations, often alongside day-to-day business — this places different demands than a single photo.
Sending in waves
Invitations go out by location, department, or start date — not all at once.
Automatic reminder
Anyone who doesn't respond receives a follow-up invitation. The status can be viewed at any time.
Multiple variants
One shot produces several crops — for the ID card, intranet, and marketing at the same time.
Connected to card and access control systems.
Photo Collect is connected to leading systems for access control and card management. Without integration, the export is sufficient.
- Master data from the HR system or Excel import
- Export as ZIP, via sFTP, or REST API
- File naming by your employee number
- Hosted by the provider or on-premise
- Access control systems Employee ID cards and access cards
- Card management Printing, personalization, and reordering
- HR and ERP systems Master data, onboarding, and rebadging
- Export as ZIP or via sFTP No integration needed, directly to the target system
What customers say
“We save a great deal of time because there is no more appointment scheduling.”
20,000 ID cards, not a single photo appointment
Read more
Ari SchusterHead of Security
“In the end, the end customer no longer has anything to do with the process; they simply approve the images.”Read more
Adrian RachSenior Key Account
“If you can implement all of this on the fly, it's a huge advantage: It saves money and time and is extremely efficient.”Read more
Alexander BiedererID-ware Group
Swiss made, Swiss hosted.
The software is developed in Switzerland and runs in an ISO 27001-certified data center in Switzerland. On-premise hosting available. Sovereign infrastructure and AI models.
Frequently Asked Questions
Which photo formats are possible?
The photo formats can be freely configured. In addition to the standard format in the corporate sector (4:3) and the passport photo format (1:1 or 45:35), any aspect ratio can be configured. Photos with a round cut-out are also possible.
Is Photo Collect compatible with access control systems?
Photo Collect operates independently of existing access systems. If required, Photo Collect can be integrated into an existing access or card management system.
Do employees need to give their consent?
For use on employee ID cards, consent is generally not required under the GDPR and the Swiss FADP. For additional purposes such as a Microsoft Teams profile picture or marketing material, however, consent is required.
How long are the photos stored?
The photos are automatically deleted after the process is completed. The exact storage period can be adjusted according to customer requirements.