Free ID badge generator for staff

Make printable staff badges for your shop in a few minutes. This free ID badge generator puts your business name, logo, a label such as STAFF, and each person's photo, name, role and optional staff number on a badge the size of a bank card. Start with the fictional shop sample, replace the team, and print a sheet of badges at home.

Make staff ID badges

1. Enter the business name and a short label for the badge, such as STAFF, TEAM or VOLUNTEER.
2. Choose an accent color, portrait or landscape, and add your logo if you have one.
3. Add one badge per person: their name, role and, if you use them, a staff number. Staff numbers must be different on each badge.
4. Add a photo for each person, or leave it out and the badge shows their initials instead.
5. Check every badge in the preview, choose US Letter or A4 paper, then print or save as PDF.

You can make up to 24 badges at a time. Each photo is cropped to a 4:5 portrait and reduced on your device, so it prints sharply at badge size without making the draft large.

What to put on an employee ID badge

A staff badge has two readers: customers who want to know who can help, and colleagues who need to know who belongs behind the counter. Keep it to what both need at a glance.

• The person's name in large type. A first name alone is enough for many shops; use a full name if your team prefers it. Long names wrap onto a second line in smaller type rather than running off the badge.
• A role customers understand. "Shift lead" or "Pharmacy" tells a customer more than an internal job code.
• A current photo. A photo lets colleagues and managers check that the badge belongs to the person wearing it. Replace it when someone's appearance changes a lot, and reprint badges for the whole team every few years.
• A staff number only if you use one. It helps match a badge to your own staff list. Leave it off if it is also a login, a payroll number or anything someone could misuse.

Leave off home addresses, dates of birth, phone numbers and signatures. A badge is worn in public and can be lost, so print nothing a stranger should not read. These badges identify people inside your business; they are not an official ID and do not replace any document your local rules require.

Employee badge with photo: privacy

Photos are read in your browser, cropped and reduced on your device, and kept only in the draft in this tab. Nothing is uploaded, and the text and CSV downloads list the badges without the photos. Ask each person before you use their photo, let them choose the picture where you can, and delete the files you no longer need once the badges are printed.

How to print ID badges

Badges print at the CR80 size, 85.6 × 53.98 mm (about 3.37 × 2.13 in), the same size as a bank card, so they fit standard badge holders. Our credit card size guide lists the same measurements in inches, millimeters and pixels. Nine portrait badges fit on a US Letter or A4 sheet; landscape badges fit eight on Letter and ten on A4. More people than fit on one sheet flow onto further sheets.

In the print dialog choose the same paper, set the scale to 100% or actual size, set margins to none and turn off headers and footers. Print one test sheet on plain paper and hold a badge holder against it before you use card stock. Then print on the heaviest card stock your printer feeds and cut along the crop marks with a paper trimmer.

For a longer-lasting badge, slip each one into a rigid holder or laminate it. Plastic PVC cards and punched lanyard slots need a card printer or a print shop; save the badges as a PDF and ask the shop about its card sizes and file needs first.

Frequently asked questions

Can I make staff ID badges without an account?

Yes. The badge maker opens with an editable sample and works without a login or email address. What you type, the logo and the photos you choose are not uploaded.

Are employee photos uploaded anywhere?

No. Each photo is read and cropped on your device and held only in the draft in this browser tab. Closing the tab clears it, so print or save the PDF before you leave.

Does the page keep my badges?

The draft survives a refresh in the same tab, and closing the tab clears it. Download the badge list as text or CSV to keep a record of the names, roles and staff numbers; photos are not included in those files.

What size is an ID badge?

Most staff ID badges use the CR80 card size, 85.6 × 53.98 mm, which is the size of a bank card. Larger badges exist for events, but CR80 fits the widest range of holders, clips and lanyards.

Can I add a badge for a new starter later?

Yes. Use Start blank: it keeps your business name, label, colors, paper and logo, so the new badge matches the rest. You can add "Print staff badge" as a task in our onboarding checklist, and the business card maker prints cards for customers in the same accent colors.