Digital Cards let you issue identity credentials directly to people’s phones via Google Wallet and Apple Wallet. No app to install, no account to create — recipients simply tap a link to add their ID to their wallet.
Digital Cards require a Pro or Business plan. Pro plans include 1 wallet pass template; Business plans include unlimited templates.
How it works
- Design a wallet pass template with your branding
- Link the template to a Master List
- Generate passes for your people
- Distribute passes via email
- Manage the lifecycle — suspend, revoke, reinstate, regenerate, or expire passes as needed
Creating a template
- Go to Digital Cards in the sidebar
- Click New Template
- Fill in the basics:
| Field | Description |
|---|
| Name | A name for your reference (e.g. “Staff ID 2026”) |
| Description | Optional summary |
| Pass Type | Member Card (standard credential) or Photo ID (compact, photo-focused) |
| Barcode Type | QR (recommended), PDF417, Aztec, or Code128 |
- Configure the design (see below)
- Click Save
Configuring the design
The template editor shows a live preview of how your pass will look in Google Wallet as you make changes.
Branding
| Setting | What it controls |
|---|
| Background Colour | The card’s base colour |
| Foreground Colour | Text colour on the card |
| Label Colour | Secondary text colour |
| Card Title | Display title (e.g. “Staff ID”, “Member Card”) |
Logo and images
You can upload three optional images:
| Image | Purpose | Recommended size |
|---|
| Icon | Small circular icon in the card header | 200×200 px PNG |
| Logo | Branding in the hero section | Transparent PNG |
| Member Strip | Full-width banner artwork | Wide PNG/JPG |
Hero section layout
The hero section is the main visual area of the card. Choose a layout:
- Photo Centred — person’s photo prominently displayed
- Photo Left / Photo Right — two-column layout with photo and logo
- Member Strip — full-width branded artwork
- Colour Only — gradient background with logo overlay
Display fields
Add up to four extra fields that appear on the card face. Each field has:
| Property | Options |
|---|
| Label | Display name (e.g. “Employee ID”, “Department”) |
| Source | UID (person’s unique identifier), Field (from master list), or Fixed Value (same for all passes) |
Barcode
- Verification mode — QR code contains a signed verification URL (recommended)
- Custom field mode — QR code displays a specific master list field value
Validity
| Mode | Behaviour |
|---|
| None | Passes never expire |
| Rolling | Expires N days after generation |
| Fixed date | All passes expire on a specific date |
Linking to a Master List
Link your template to a Master List to enable field-based previews and email distribution.
- In the template editor, select a Master List from the dropdown
- The preview updates with real sample data from your list
- Field dropdowns populate with your Master List’s schema
Why link?
- Live preview shows real names, UIDs, and field data
- Enables email distribution (system looks up email addresses from your list)
- Prevents “field not found” errors during generation
Generating passes
Once your template is ready, generate passes for your people:
- Open your Master List and go to the Digital Cards tab
- Select a template from the dropdown
- Select the people you want to generate passes for (or use Select All)
- Click Generate Wallet Passes
- Review the confirmation dialog — it shows the template name, person count, and any field warnings
- Click Generate
Passes are queued and generated in the background. You can continue working while they process. The status updates automatically:
- Pending → generation in progress
- Generated → ready to distribute
You can also generate passes from a session’s Digital Cards tab — useful when you want to issue passes based on session data rather than master list data.
Distributing passes
After generation, distribute passes to recipients via email:
- Select people, then choose an action from the toolbar:
- Send Unsent — emails only the people who haven’t received their pass yet (the safe default — it won’t re-email anyone)
- Resend (incl. sent) — re-emails everyone selected, including people who were already sent a pass
- Confirm the count of recipients
- Each person receives an email with an “Add to Google Wallet” or “Add to Apple Wallet” button
When you send, CaptrID prefills the email field from your template’s configured email field, so you can see and confirm exactly which address each pass will go to before sending.
Email configuration
On your template, configure delivery settings:
| Setting | Purpose |
|---|
| Email Field Key | Which master list field contains the recipient’s email address |
| Email Subject | Custom subject line (optional) |
| Email Message | Custom message included in the email body (optional) |
Delivery tracking
Each pass tracks its delivery status:
| Status | Meaning |
|---|
| Sent | Email accepted by the mail server |
| Failed | Email delivery failed (check the error) |
| Skipped | No email address found for this person |
Working in bulk
On a Master List’s Digital Cards tab, click Select to choose multiple people at once. The toolbar then exposes every lifecycle action so you can act on a whole group in one go:
| Action | What it does |
|---|
| Create Missing | Generates passes for selected people who don’t have one yet |
| Send Unsent | Emails passes to people who haven’t been sent one |
| Resend (incl. sent) | Re-emails everyone selected, even if already sent |
| Regenerate Outdated | Rebuilds passes whose person data has changed |
| Revoke Issued | Revokes the active passes in the selection |
| Reinstate Revoked | Brings revoked passes back |
Large bulk jobs are processed while you watch — keep the tab open until the job reports complete. If you close the browser mid-job, reopen the Digital Cards tab and re-run the action to finish any stragglers.
Pass statuses
| Status | Meaning | Available actions |
|---|
| No Pass | Never generated | Create / Generate |
| Generated | Ready to send | Send, Suspend, Revoke |
| Active | Pass in use (delivered) | Resend, Suspend, Revoke |
| Suspended | Temporarily on hold | Unsuspend, Revoke |
| Outdated | Person data changed since generation | Regenerate, Revoke |
| Revoked | Pass permanently cancelled | Reinstate |
| Expired | Validity period ended | Regenerate |
Suspending passes
A suspend puts a pass on hold without cancelling it — useful for a temporary situation like overdue fees or a lost-then-found card.
- Open the person’s pass actions and choose Suspend (or select several and suspend in bulk)
- Optionally enter a reason (e.g. “Fees overdue”)
- Confirm
A suspended pass shows as suspended when its QR code is scanned, but stays in the recipient’s wallet and can be unsuspended at any time to restore it. Use suspend when the hold is temporary; use revoke when it’s permanent.
Revoking passes
When someone leaves your organisation or no longer needs their credential:
- Select their pass (or multiple passes)
- Click Revoke
- Confirm the action
Revoked passes are cancelled in the recipient’s wallet and show as revoked on the verification page. You can reinstate a revoked pass if the decision is reversed.
Passes are revoked automatically when data is removed
To prevent a live credential outliving its record, CaptrID revokes and voids passes for you when the underlying person is removed:
| Event | What happens to passes |
|---|
| A person is erased (GDPR) | Their passes are revoked and voided first, then hard-deleted |
| A Master List is deleted | Passes for everyone on that list are revoked and voided before the list is removed |
If you re-link a person to a new serial (for example, after re-issuing a card), CaptrID resets the delivery state so the pass can be sent fresh — it won’t be incorrectly treated as “already delivered”.
Updating outdated passes
When a person’s data changes (name, department, photo), their pass becomes outdated — the card still shows the old information.
To update individual passes:
- Select the outdated passes
- Click Regenerate
To update all passes after a template change:
- Save your template changes
- An amber banner appears: “N active passes use this template. Design changes won’t appear until passes are regenerated.”
- Click Regenerate All
Regeneration creates a new pass. Recipients who previously added the pass to their wallet will need to add the new one.
QR verification
Each pass includes a QR code that links to a verification page. When scanned, the page displays:
- Person’s name and UID
- Organisation name
- Pass status (active, suspended, revoked, expired)
- Photo (if included)
This allows anyone with a phone camera to verify a credential — no special hardware or app required.
Plans and limits
| Plan | Templates | Passes per template |
|---|
| Starter | Not available | — |
| Pro | 1 | Unlimited |
| Business | Unlimited | Unlimited |
| Enterprise | Unlimited | Unlimited |
Tips
- Start with a small group — Generate and distribute passes for 5-10 people first to verify the design and email flow
- Use verification mode — The signed QR code is more secure than displaying a raw field value
- Set up email delivery — Link your template to a master list with email addresses before generating passes
- Revoke promptly — When someone leaves your organisation, revoke their pass to prevent misuse
- Watch for outdated passes — After bulk data updates or template changes, regenerate active passes to keep them current
