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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.

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How it works

  1. Design a wallet pass template with your branding
  2. Link the template to a Master List
  3. Generate passes for your people
  4. Distribute passes via email
  5. Manage the lifecycle — suspend, revoke, reinstate, regenerate, or expire passes as needed

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Creating a template

  1. Go to Digital Cards in the sidebar
  2. Click New Template
  3. Fill in the basics:
  1. Configure the design (see below)
  2. Click Save
Wallet pass template editor with colour pickers, field settings, and a Google Wallet pass preview

The wallet pass template editor showing branding options, field configuration, and a live pass preview

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Configuring the design

New templates default to Photo ID, which is the right starting point for most organisations. A QR code is optional — turn it on when the pass needs to be scanned, for example to open the holder’s profile page at a door or a front desk.
The template editor shows a live preview of how your pass will look in Google Wallet as you make changes.

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Branding

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Logo and images

You can upload three optional images:
Google Wallet pass preview with photo, name, organisation branding, and QR verification code

Live preview of a Google Wallet pass showing the hero section, person details, and QR code

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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

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Display fields

Add up to four extra fields that appear on the card face. Each field has:

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Barcode

  • Verification mode — QR code contains a signed verification URL (recommended)
  • Custom field mode — QR code displays a specific master list field value

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Validity

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Saving changes to a live template

Saving a template regenerates every pass already issued from it. Holders see the new design without doing anything — no reissue, no new link to send. That is usually what you want, and it is worth knowing before you experiment on a template that three hundred people are already carrying.
Clone the template first if you want to try a new design. You get a copy to work on, and the live one keeps serving the passes people already hold.

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Linking to a Master List

Link your template to a Master List to enable field-based previews and email distribution.
  1. In the template editor, select a Master List from the dropdown
  2. The preview updates with real sample data from your list
  3. 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

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Generating passes

Once your template is ready, generate passes for your people:
  1. Open your Master List and go to the Digital Cards tab
  2. Select a template from the dropdown
  3. Select the people you want to generate passes for (or use Select All)
  4. Click Generate Wallet Passes
  5. Review the confirmation dialog — it shows the template name, person count, and any field warnings
  6. Click Generate
Dialog confirming wallet pass generation for selected people with template and count details

The pass generation confirmation dialog showing template name, person count, and field warnings

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.

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Distributing passes

After generation, distribute passes to recipients via email:
  1. 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
  2. Confirm the count of recipients
  3. 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.

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Email configuration

On your template, configure delivery settings:

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Delivery tracking

Each pass tracks its delivery status:

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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:
Digital Cards tab with people selected and a bulk toolbar offering Create Missing, Send Unsent, Resend, Regenerate Outdated, Revoke Issued, and Reinstate Revoked

The Digital Cards tab in selection mode showing the bulk action toolbar and a wallet job generating passes

Bulk generation runs as a background wallet job — a progress pill (“Wallet job running”) appears in the top bar and the affected rows show a Generating status until they finish.
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.

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Pass statuses

Each row also shows which wallets the pass was added to (Apple / Google icons) and an Email sent badge once it’s been distributed.
List of wallet passes with status badges showing Active, Suspended, Revoked, and No Pass states alongside wallet platform icons

The Digital Cards tab showing passes with Active, Suspended, Revoked, and No Pass status badges

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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.
  1. Open the person’s pass actions and choose Suspend (or select several and suspend in bulk)
  2. Optionally enter a reason (e.g. “Fees overdue”)
  3. Confirm
Suspend Pass dialog with an optional reason field and Cancel / Suspend buttons

The Suspend Pass dialog explaining that a suspended pass shows as suspended when scanned but can be unsuspended later

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.

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Revoking passes

When someone leaves your organisation or no longer needs their credential:
  1. Select their pass (or multiple passes)
  2. Click Revoke
  3. 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.

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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: This means a deleted person can never present a working wallet pass — the QR code resolves to a revoked credential.
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”.

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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:
  1. Select the outdated passes
  2. Click Regenerate
To update all passes after a template change:
  1. Save your template changes
  2. An amber banner appears: “N active passes use this template. Design changes won’t appear until passes are regenerated.”
  3. Click Regenerate All
Regeneration creates a new pass. Recipients who previously added the pass to their wallet will need to add the new one.

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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.

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Plans and limits

If you’ve reached your template limit, you’ll see an upgrade prompt when trying to create a new template.

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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