Digital ID cards

A digital ID card puts a worker's identity on their phone, and lets the office check in seconds whether their clearances are in date.

The card is a feature of the Workforce records module. If you can't find it, switch Digital ID card on under Global settings (in the account menu) › Modules. Until you do, workers see "Your workspace has not turned on the digital ID card."

Setting it up

Open Users, choose the gear (Settings) and then Digital ID card: "Choose the worker information shown on mobile ID cards." A Mobile preview beside the settings shows the result as you go.

• Enable digital ID card.
• Information on card: Full name is always shown. Choose Show profile photo if you want it, then up to three lines from your profile fields, or Appointments, in 1st info layer, 2nd info layer and 3rd info layer.
• QR code: choose what the card's QR code does.
  • Verifiable check: "Scanning shows live status and credential validity. Reissuing a card invalidates the old one immediately."
  • Show a profile field: the same field on every card, showing each worker's own value. "Anyone can read it; it proves nothing."
  • Show fixed text: the same text on every card, such as your website.
  • Open a public profile page: scanning opens a web page anyone can see, with no app and no sign-in. Choose the Fields visible on the public page ("The name is always shown."), whether to Show profile photo, and whether to Show live credential status.

Choose Save when you're done.

With the live status switched on, the public page shows one badge: Clearances valid, Attention needed, Not cleared to work or Not currently active. It never lists credential names or dates, and never shows contact details or any field you didn't choose.

What the worker sees

The card is at the top of the worker's Me tab.

• In Verifiable check mode, a Check-in code sits under the card. It's what the office types when a camera scan isn't possible.
• In public profile mode, the card shows a Public profile link and tells the worker what a scan reveals: "Anyone who scans this card sees the details on the card above, plus whether your clearances are in date. Your documents are never shared and your credentials are never listed."

Checking a card

Open Users and choose Check an ID card in the header. On a narrow screen it's in the … menu. Choose Scan QR code, or type the check-in code, then Check card. The verdict is one of:

• Cleared to work;
• Not cleared to work;
• This person is not active, for someone who has been deactivated;
• "This card is not recognised.", for an unknown code or a card that has been reissued.

Below the verdict are the counts: valid credentials, credentials expiring in the next 30 days, and expired credentials with their names.

Not cleared to work depends on how each credential type is set up. It appears only when an expired credential belongs to a type set to stop the work. An expired credential on a type that only warns still reads Cleared to work, with the expired count shown. See Credentials and competency.

Every check is recorded in the audit trail against the person checked.

Reissuing a card

If a card is lost, or a printed copy is out there that shouldn't be, open the person's record. On the Profile tab, under Digital ID card, choose Reissue card. "The current QR code stops working straight away, including printed copies. The worker's card updates the next time they open the app." Reissuing needs Manage users.

Tip: use Verifiable check for anyone whose clearances matter on site. It's the only mode that proves live status, and reissuing a card stops a lost or copied one straight away.