Card Operator

Operator Guide: student & staff ID cards

Everything the school office needs, from signing in to handing out a printed card. Keep this page open beside the app the first few times.

Contents
  1. Sign in
  2. Your screens
  3. Add one student or staff member
  4. Import a whole class (CSV)
  5. Attach photos
  6. Print student cards
  7. Print staff cards
  8. Printer settings
  9. Verify, lost & replacement cards
  10. Problems & fixes

1Sign in

  1. Open the sign-in page archanainfo.com/IDCardPrint/CF_Login.aspx (or click Sign in on the home page). Bookmark it.
  2. Enter the email and password your administrator gave you, then Sign in.
  3. The first time, open My Profile in the left menu and change your password.
Your login only shows your school’s students and staff. Never share it. If you forget the password, ask your administrator to reset it.

2Your screens

Menu itemWhat it is for
DashboardCounts, the latest people added and recent print batches. Quick buttons for the daily jobs.
Students & StaffThe list of card holders. Choose Client at the top: the school name is the student list, the same name ending “(Staff)” is the staff list. Add, edit, search, import and attach photos here.
Print ID CardsMake a print batch (one section or one staff group) and open its print sheet or PDF.
Verify a CardThe public checker that a card’s QR code opens.
My ProfileYour name and password.

Card designs, fields and printers are set by the administrator, so they are not in your menu.

3Add one student or staff member

  1. Go to Students & Staff and pick the Client: the student list or the staff list.
  2. Click Add Record.
  3. Holder / Display Name: the name exactly as it should print, in capitals (for example DEMO STUDENT).
  4. External Reference: the admission number (students) or employee ID (staff). It must be unique.
  5. Group Path: where the card belongs when printing, written the same way every time: students Class VIII/Section A, staff Staff/TEACHER.
  6. Fill the card fields. Fields marked * are required (students: class, section, admission no; staff: employee ID, designation).
  7. Set Valid From / Valid To to the academic year, keep Status = Active, and click Save Record.
The QR code is added automatically. You do not type anything for it.

4Import a whole class (CSV)

Start from a sample file so the column names are right:

Sample student list Sample staff list
  1. Open the sample in Excel, delete the DEMO rows and type your list (one person per row). Keep the first row (the headings) unchanged.
  2. File › Save As › CSV (Comma delimited).
  3. In Students & Staff choose the right Client, click Import CSV, choose the file.
  4. Check the column matching shown on screen, then Import Rows. Rows with problems are listed with their line number; fix those in Excel and import again.

Student columns

nameName to print
guardiane.g. S/o. PARENT NAME
class *e.g. VIII
section *e.g. A
roll_noRoll number
adm_no *Admission number
id_noSame as adm_no (prevents duplicates)
dob, mobile, addressAs they should print
groupClass VIII/Section A
valid_from, valid_to2026-06-01, 2027-05-31

Staff columns

nameName to print
salutationMR. / MS. / MRS. / DR.
designation *e.g. TEACHER
qualificatione.g. M.A., B.Ed.
emp_id *Employee ID
id_noSame as emp_id (prevents duplicates)
mobile, emailAs they should print
blood_groupA+ A- B+ B- AB+ AB- O+ O- or N/A
groupStaff/TEACHER
valid_from, valid_toAcademic year dates
School linked to its own system? If you see a Sync from school button, you do not need CSV files at all. Click it and the list is brought up to date with the school system: new students or staff are added, changed details and new photos (including photos taken in the school app) are updated, and people who are no longer active are marked Expired. Keep the page open until the photo download finishes; if it stops, click Sync again and it carries on. Corrections are made in the school system, not here, so the next sync does not undo them.
Importing a row whose id_no already exists updates that person instead of adding a second card. That makes it safe to re-import a corrected file.

5Attach photos

  1. In Students & Staff, find the person (use Search) and click the pencil Edit button on their row.
  2. Under Photo, click the upload box and choose the picture (JPG, PNG or WEBP, up to 5 MB).
  3. Click Save Record. The small photo in the list updates.
Best results: head and shoulders, facing the camera, plain light background, at least 300×375 pixels. The card crops the photo to fill its box. A new upload always replaces the old photo.

6Print student cards

Sample student card
  1. Go to Print ID Cards and click New print batch.
  2. Client: the student list. Published template: the student design (filled in for you).
  3. Group / class: pick one section, e.g. Class VIII/Section A. Leave Status = Active so revoked cards are skipped.
  4. Batch name: e.g. VIII-A June 2026. Print sides: Front (the student card is front only).
  5. Create the batch, then click Open. On the print sheet use Print to send it to the card printer, or PDF (300dpi) to download it.

7Print staff cards

Sample staff card front Sample staff card back
  1. Print ID Cards › New print batch.
  2. Client: the “(Staff)” list. The staff design is portrait with a back side.
  3. Group / class: All groups for every staff member, or one group such as Staff/TEACHER.
  4. Print sides: Both on a duplex (two-sided) printer. On a single-sided printer, print Front, put the cards back in the feeder face down, then print Back.
  5. Create, Open, then Print or PDF (300dpi).

8Printer settings

PVC card printer

  • Card size CR-80 (85.6 × 54 mm).
  • Scale 100% / Actual size, never “Fit to page”.
  • Orientation: landscape for students, portrait for staff.
  • Duplex on for staff cards if the printer supports it.

Print shop / proof on paper

  • Send the PDF (300dpi). It has one card per page with 2 mm bleed and crop marks.
  • For a paper proof print at 100%, then hold it against a real card to check the size.
Print one test card before every big batch. It is cheaper to waste one card than a whole section.

9Verify, lost & replacement cards

10Problems & fixes

What you seeWhat to do
Import says “missing required field(s)”That row has an empty class, section or admission no (students), or employee ID or designation (staff). Fill it in Excel and import again.
Import says “no display name”The name column is empty or renamed. Keep the heading exactly name.
A person appears twiceThe two rows had different id_no. Open the wrong one and set Status = Revoked, or ask the administrator to remove it.
The class is missing from Group / classNo one in that class has a Group Path yet. Make sure their group is written like Class VIII/Section A.
Card prints too small or with white edgesThe printer is set to “Fit to page”. Set scale 100% / actual size and the CR-80 card size.
No photo on the cardOpen the person, upload a photo, save, then create the batch again.
Text on the card is wrongFix it on the person’s record and reprint. If the fixed wording on the card is wrong (school address, instructions), tell the administrator; you cannot change the design.
Page says “session expired” or sends you to loginSign in again. Sessions end after a period of no activity.

Still stuck? Email hello@archanainfo.com with a screenshot.