Screened automatically
Each upload is checked against an ICAO 9303 / ISO portrait model — head size and position, background, sharpness, exposure — before it reaches a human.
Cardholder management
The roll, the photographs, and the record that outlives both
Cardholder management is where card projects succeed or stall. Import your people once, collect photographs without running a photo day, and keep a single record per person across every card they are ever issued.
Photo collection without the queue
The slowest part of issuing cards is getting a usable photograph of every person. Send an emailed photo invitation and cardholders upload from their own phone, wherever they are. Nobody staffs a camera, and nobody stands in a corridor.
Cropped correctly
The detected head is mapped onto a 35×45 portrait with proper headroom, so cards look consistent even though the photographs were taken on a hundred different phones.
Reviewed by people
Staff approve or reject in a purpose-built queue. The rejection reason goes back to the cardholder so they can retry without contacting anyone.
One record, many cards
A cardholder is a person, not a print job. Their record carries every card they have held, every photograph they have submitted, and every order they have appeared on — which is what makes a replacement card a two-minute job rather than a fresh start.
- Bulk import with column mapping and a preview before anything is written.
- Scoped access by organisation, campus or faculty, controlled by role.
- Status that means something — active, inactive or archived, separate from the state of their card.
- Self-service so cardholders can check their own photograph and digital ID.
Built for privacy obligations
Identity photographs are personal information, and institutions in New Zealand and Australia are accountable for how long they keep them and who can see them. The platform is built to make that answerable rather than aspirational.
- Configurable retention for approved and rejected photographs, per organisation.
- Data requests from cardholders handled in the platform.
- Audit log of every change, with the person who made it.
- Tenant isolation enforced at the database as well as in the application.
Common questions
Frequently asked
How do cardholders get their photo to us?
They receive an emailed photo invitation with a secure link, valid for a limited period, and upload from their phone. No app to install and no account required.
What makes a photograph fail the check?
The pre-screen is modelled on ICAO 9303 portrait rules: the head must occupy roughly 70 to 80 percent of the frame height with eyes in the upper third, on a plain background, in focus and correctly exposed. Staff still make the final decision.
Can we import from our student management system?
Yes. Most institutions export a spreadsheet from their student management or HR system and import it with column mapping. For continuous synchronisation, the platform provides webhooks and an API.
How long are photographs kept?
That is your decision, set per organisation. Approved and rejected photographs have separate retention periods, and expired images are removed automatically by a scheduled process.
See it against your own process
Tell us how you issue cards today and we will show you what this looks like for your institution. No obligation, and no sales script.