Which ID Card Software Do I Need?
The right ID card printing software depends on what you print, whether you’ll encode cards (magstripe or MIFARE®/DESFire®), and how you store cardholder data. For simple photo ID, start with ID All Starter. For database links or secure encoding, step up to ID All Expert or comparable editions.
If you have an ID Card Printer and you want to print cards, whether they’re ID cards membership cards or anything else, the easiest way to do it is by using ID card printing software.
The software allows you to design a card specifically to the correct size and manages the printing process for you, which is a great deal easier and simpler than trying to print off a PDF or JPEG for example (this way, you can expect a lot of trial and error, and thus wasted cards).
ID Card printing software also allows you to hold details of all of the cards you’ve printed in a database (subject to the maximum number of records it can hold) so if you’re running a ID programme for staff, this is where you’ll keep a record of your cards.
Which version of ID Card Printing software do I need?
All Card Printing Software packages come with different versions, from basic entry-level right up to sophisticated professional versions. As you’d expect, the price increases as you move through the versions and add in different features and functionalities.
Which version you need will depend on:
- What you need to print on the card
- Whether you need to encode any smart chips or magstripes, and
- How many records you want to hold in a database in the software.
Basic ID Card printing software
Most ID card printers come bundled in with introductory card printing software when you buy them. This will be the basic version of the software range but may do exactly what you need it to do without the need to upgrade.
Basic ID card software comes with pre-designed card templates for easy set-up and basic design features, including a built-in image editor. Many will allow you to set up and print barcodes in 1D and have an internal database (albeit with basic functionality).
So if you’re printing low volumes of cards with a simple design, the basic level of software will probably suffice.
Do check how many records the database can hold: EasyBadge Lite for example holds a maximum of 100 records.
The more expensive the version, the more features you get
If you need Magstripe encoding or smartcard encoding capabilities, you’ll need to upscale to a more expensive version of the card printing software.
Compare the different versions carefully; if you’re using MIFARE DESFire® cards for example, this isn’t likely to be covered by a general ‘smartcard’ capability.
Upgrading will also give you more options when it comes to security and database connections.
NB: Check that your ID card printing software is compatible with your operating system. EasyBadge for example cannot be used with MACs.
Two of the best known and reliable ID Card Software packages on the market are CardPresso and Card Exchange. Both ranges come with different versions, from the basic model right up to Professional.
Not sure which version is right for your needs? Get in touch, we’ll be happy to help.
Compare ID Card Software — all editions at a glance
| Key area | ID-ALL | EasyBadge | CardPresso | CardExchange Producer | ||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| Starter | Standard | Advanced | Expert | Lite | Professional | XXS | XS | XM | XL | XXL | GO | Premium | Professional | Business | Enterprise | |
| Typical users | Perfect for printing a few simple ID cards or visitor passes each month. | Ideal for small teams that print staff or membership cards regularly. | Great for growing organisations that need batch printing or basic data import. | Best for larger sites that manage thousands of users or need secure access cards. | Quick and easy option for occasional ID printing jobs. | For small businesses or schools wanting simple double-sided cards. | For first-time users learning to design and print ID cards. | For offices printing basic photo ID or access cards. | For companies printing higher volumes and importing data from Excel. | For organisations with multiple users and advanced design needs. | For enterprise teams needing total control and integration with databases. | For anyone who wants a quick start with simple card templates. | For teams that share printing tasks or need approval workflows. | For advanced users automating or integrating card printing. | For large departments managing complex databases or multiple printers. | For multi-site organisations needing enterprise-level control. |
| Core tools | Lets you design simple cards with photos, text, and your logo. | Adds batch printing and the option to use data from Excel sheets. | Includes more design options, layouts, and automated printing features. | Full design control with advanced security and workflow tools. | Easy drag-and-drop card designer for beginners. | Extra tools for printing larger batches or using stored staff info. | Basic editor to create simple cards quickly. | Extra image and layout tools for more professional results. | Imports data from Excel to speed up printing. | Advanced customisation for logos and layouts. | All professional tools and system integration. | Step-by-step setup for designing your first ID cards. | Adds team sharing and approval options. | Automation for large-scale or regular card runs. | Central management for departments or big sites. | Enterprise-level features for complex organisations. |
| Encoding | Not needed if your cards are just for photo ID. | Can add magnetic stripes for swipe access cards. | Supports magnetic stripes and some smartcards. | Handles secure smartcards (like building or time clock cards). | Basic photo ID only. | Adds optional swipe card encoding (model dependent). | Basic photo ID only. | Adds simple barcode options. | Works with swipe cards or simple smartcards. | Adds secure smartcard compatibility. | Advanced secure card encoding options. | No encoding — just print. | Adds swipe card options. | Supports contactless access cards. | Works with secure building systems. | Full enterprise-grade encoding. |
| Database | Stores a few names and photos inside the software. | Holds larger staff or student lists with basic sorting. | Can connect to spreadsheets or external staff lists. | Links directly with HR systems or large databases. | Saves up to 100 card records. | Lets you manage a bigger list of people to print for. | Saves cards locally on your PC. | Stores photos and info for reprinting. | Imports names from Excel or CSV files. | Connects to company systems for automatic updates. | Fully integrates with big databases and directories. | Stores small card lists locally. | Shares info between multiple users. | Links with HR or student systems. | Manages data across departments. | Enterprise-wide data control and syncing. |
| Operating system | Windows & macOS (Ventura or higher) | Windows | Windows | Windows | ||||||||||||
Key takeaway: If you only print a few cards each month, ID-ALL Starter or EasyBadge Lite are the simplest choices. For growing teams or organisations using smartcards or larger databases, look at CardPresso XL or CardExchange Business.
* Encoding options depend on printer hardware. ** DESFire® and similar smartcards may require plug-ins or encoder modules.
ID Card Software FAQs
Which ID card software is best for beginners?
ID All Starter and EasyBadge Lite are simple, template-led options for photo ID and small databases. If you’ll grow quickly or need batch printing, step up to ID All Standard.
Which editions support MIFARE®/DESFire® encoding?
For secure contact/contactless encoding, choose ID All Expert, CardPresso XL/XXL, or CardExchange Professional and above (edition-dependent and may require plug-ins).
Will the software work with my ID card printer?
All listed packages work with leading ID card printers. For dual-sided printing or Ethernet printing, check your printer’s spec and pick an edition that supports batch/conditional print if needed.
Do I need database connectivity?
If you’re printing for a handful of users, a built-in database is fine. If you update records often or pull from HR/Student systems, choose editions with Excel/CSV or ODBC/MySQL/Active Directory support (e.g., ID All Expert, CardPresso XM+, or CardExchange Premium+).
Is there a Mac-compatible option?
ID All supports macOS (Ventura+). Most other packages are Windows-only. If you’re on Mac and need encoding or database links, tell us your setup and we’ll guide you to the right edition.
Not sure which software fits your setup? Tell us your printer model, whether you need encoding (magstripe, MIFARE®, DESFire®), and how you store cardholder data. We’ll recommend the right edition and send setup tips.
