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The Print Wizard guides you through producing physical ID cards from your session or Master List data. You choose a template, map fields, select people, preview the result, and export a print-ready PDF.

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Where to start

You can open the Print Wizard from two places:

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Step 1: Choose a template

The wizard shows templates that are compatible with your data source — meaning their variable fields match (or can be mapped to) the fields in your session or Master List.
Print Wizard showing a list of compatible card templates with preview thumbnails

The Print Wizard template selection step showing compatible session and organisation templates

  • Session templates linked to this session appear first
  • Organisation templates that match your fields appear below
  • Templates with missing field matches are filtered out automatically
If you don’t see the template you want, check that its variable fields align with the fields in your session or Master List. You can update variable names in the Card Template Designer.

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Step 2: Map fields

If the template’s variable names don’t exactly match your data fields, the wizard asks you to map them. For each template variable, choose which data field should fill it: Fields with matching names are auto-mapped. You only need to handle mismatches. You can also set default values for variables that don’t map to any field — for example, a school name or year that’s the same for everyone.

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Step 3: Select people

The wizard shows a list of people from your session or Master List. You can:
  • Search by name or UID
  • Filter by field values (e.g. year level, department)
  • Select all or pick individuals
  • Check print readiness — people missing a photo or required fields are flagged
Print Wizard people list with checkboxes, search, and readiness indicators showing which people are ready to print

People selection list with print readiness indicators — green ticks for ready, amber warnings for missing photos

Only people with an approved photo can be printed. If someone is missing a photo, they’ll appear in the list with a warning but won’t be included in the PDF.

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Step 4: Preview

Before exporting, you can preview how each card will look with real data. The preview shows:
  • Front of the card (and back, if it’s a dual-sided template)
  • The person’s photo, name, and mapped field values
  • Any missing fields highlighted
Use the preview to catch issues before printing an entire batch.
Print preview showing a rendered ID card with photo, name, student ID, and year level filled in from session data

Card preview showing the front of an ID card rendered with a person's photo, name, and mapped field values

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Step 5: Export PDF

Click Export PDF to generate a print-ready file. The PDF arranges cards according to your template’s page setup — typically multiple cards per A4 or letter-size page with crop marks. For dual-sided templates, the PDF interleaves front and back pages so you can print double-sided.

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Large batches

For batches over 200 cards, the PDF may take a moment to generate. The wizard shows a progress indicator and the file downloads automatically when ready.

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Printing tips

CaptrID exports standard PDF files — you can print on any printer. For professional-quality ID cards, use a dedicated ID card printer (CR-80 format) with PVC card stock. For paper-based cards, any colour laser printer works well with heavy card stock.
If your template has a back design, the PDF alternates front and back pages. Use your printer’s duplex (double-sided) setting, or print fronts first, then flip the stack and print backs.
Yes. Open the Print Wizard, select just the person you need to reprint, and export. You don’t need to reprint the entire batch.
Card templates expect photos in a specific aspect ratio (usually 3:4 portrait). If the source photo has a different ratio, it may be cropped to fit. You can adjust the photo placeholder size in the Card Template Designer.

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What’s next?

Creating Card Templates

Design card layouts with the drag-and-drop template editor.

Digital ID Cards

Issue Google Wallet IDs instead of (or alongside) physical cards.

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If a batch is interrupted

Printing a large batch can be interrupted — a paper jam, a closed laptop, a workstation restart. CaptrID does not lose track of where it got to. When you return, the interrupted batch is discovered automatically and you are offered the choice to resume it. You do not have to work out which cards had already printed and re-select the remainder by hand.
A card is flagged as issued whenever it prints, on any printer — including a print-only job with no encoding. So the issuance record reflects what physically came out of the machine, not only the cards that went through a chip write.

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Printing while offline

If the workstation loses its connection mid-run, issuance records are queued locally rather than dropped. They are sent when the connection returns, and again on next start-up, so a card printed during an outage still ends up on the record. The pending count is shown so you can see there is something waiting rather than assuming it went through.