Will an RFID card just work and do what I need it to do?
Not all cards with a chip in them will work straight away. If you want your cards to open a door, activate a gift card balance, release a hotel door lock, scan at a till or connect to your loyalty software, it will need the right system, data or setup behind it.
When you need cards to perform a function for you, it is easy to think the card itself does all the work.
You choose the design, add your logo, maybe include a barcode or QR code, and assume the card will arrive ready to perform whatever task you need it to.
Sometimes, that's true. If the card is a discount card or membership card that's just using a QR code to push off to a web URL, then you don't need any programming on the card.
But if you want the card to interact with your own loyalty programme for example, activate a gift balance or update a customer account, you'll need to have the software in place - and you'll need to register and enrol the card on that software.
In short, it's the system behind the card that makes it work.
Printed, encoded or enrolled: what is the difference?
People often use the word programming when talking about cards, but there are a few different things this can mean.
Printed cards
A printed card is the physical card with your design on it. This could include your logo, colours, names, photos, numbers, barcodes or QR codes.
Encoded cards
An encoded card has data added so a system can read it. This could apply to a magnetic stripe, RFID chip, barcode or QR code.
Enrolled cards
An enrolled card is added to your own system, such as access control software, so the system recognises it and knows what it can do.
Do RFID cards work straight away?
The unique chip in the RFID card needs to be activated one way or another. It may be pre-activated (say if you're a consumer receiving your bus pass for example) but if you're buying them as a business, to work with your own systems, they will need to be activated by you.
For access control, the card usually needs to be added to your system and assigned to a person, door, location or permission level. In some systems, this is done through software on a PC. In others, cards or fobs may be added directly at the reader using enrolment or shadow cards.
Some cards or fobs may be factory programmed, but they still usually need to be enrolled onto your own access control system before they can be used.
Another thing to be aware of is that not all RFID cards are the same. Your system may need a specific technology such as MIFARE, DESFire, EM4200, Paxton, Salto, HID, ACT or another format. The chips aren't interchangeable between systems.
If you are not sure which card your system uses, read our guide on choosing the right replacement RFID card.
Should I order my cards first, or organise my software/app first?
Always sort your software or program first: it's this that will determine what cards you need to buy.
If you're looking at a loyalty programme or a membership app for your members for example, the manufacturer or developer will tell you which RFID card will work with the system.
Do gift cards need activating?
Printed gift cards don't automatically carry a value - they need you to set it.
A gift card needs a system behind it. That might be your till system, POS software, ecommerce platform or gift card management app.
We can print gift cards with unique numbers, barcodes, QR codes or magnetic stripes, but your own system needs to recognise those codes and apply the correct value.
In simple terms: the card displays the code. Your system gives the code its value.
Before ordering gift cards, check:
- How will the gift cards be redeemed?
- Does your till, POS or ecommerce system generate the codes?
- Do you need barcodes, QR codes, numbers or magnetic stripes?
- Will each card have a different value?
- Do you already have the card data ready in a spreadsheet?
If you don't already have a gift card system in place, printed cards alone won't create one.
Do hotel key cards need programming?
Yes, if the card is being used to open hotel room doors.
Hotel key cards need to match the lock system you use. They may use RFID, magnetic stripe or another specific technology. Once supplied, they are normally encoded through your hotel’s own lock software or reception system whenever a guest checks in.
For a deeper explanation, read our guide on how hotel key cards work.
What about membership cards, barcodes and QR codes?
Membership cards can be very simple or more technical, depending on how you want to use them.
A printed membership card with a name and number may be enough if it is checked visually.
If the card needs to scan into a system, you may need a barcode, QR code, magnetic stripe or RFID chip. In that case, the data printed or encoded onto the card needs to match what your system expects.
For example, if you want us to print each card with its own unique barcode, you will need to provide a spreadsheet with the numbers or codes for each card. Your software should also confirm the barcode format required.
Can blank cards open doors?
Standard blank white plastic cards cannot open doors. They don't contain an RFID chip unless the product specifically says they do.
If you need cards for door access, you need cards with the correct chip technology for your system.
Worth knowing: you can print onto many access control cards, but RFID cards have a chip and antenna inside the card. Heavy print coverage over the chip area can sometimes cause an uneven finish, so it is often best to design around that area where possible.
What should you check before ordering?
Before ordering any card that needs to do something, check these details first:
- What will the card be used for?
- Does it need to be printed only, or printed and encoded?
- What system, software, reader or lock does it need to work with?
- Do you already have cards or fobs in use?
- Do you know the card type, chip type or product code?
- Do you have the data, barcode numbers or magnetic stripe information ready?
- Does your installer, software provider or system administrator need to confirm the specification?
If you are replacing existing RFID cards, fobs or wristbands, old order details, packaging, system information or a sample card can be really helpful.
Not sure which card you need?
Contact us before placing your order. We can help you narrow down the correct card type and, where possible, arrange a sample or test card before you commit to a larger order.
FAQs
Do RFID cards need programming?
RFID cards usually need to be added or enrolled onto your access control system before they will work. Some systems use the card’s existing chip ID, while others may need specific encoding.
Can blank cards open doors?
No. Standard blank plastic cards do not contain RFID technology. If you need door access cards, you need RFID cards that match your system.
What is the difference between factory programmed and enrolled?
Some access control cards or fobs are supplied with factory programming, such as a unique card number or format. They may still need to be enrolled onto your own system before they work. Enrolling usually means adding the card to your access control software and assigning it to a user.
Can I program RFID cards myself?
Sometimes, but it depends on your system. Many businesses rely on their installer, facilities team or access control administrator to add new cards and fobs.
Do gift cards need activating?
Yes, if they need to hold a value or be redeemed through a till or website. The printed card can display the code, but your gift card system controls the balance and redemption.
Can you print numbers, barcodes or QR codes onto cards?
Yes. We can print unique numbers, barcodes and QR codes onto cards. You will usually need to provide the data or confirm the number range and barcode format.
Do hotel key cards need programming?
Yes, if they are being used to open hotel room doors. Hotel key cards need to match your lock system and are usually encoded using your hotel’s own lock software or reception system.
Can you tell me which RFID card I need?
We can definitely help. We'll be looking for any information you have about your existing cards, previous order, access control system, installer or reader specification. If you are unsure, we can send you out a test card to confirm compatibility.
