FotoFitFotoFit can generate consistent front-end artwork for employee cards from a template and spreadsheet. It is not a physical access-control system, card-printer driver or guarantee that a PDF meets every print vendor's production specification.
Define the card data contract
| Field | Example | Validation |
|---|---|---|
| employee_name | Anita Joseph | Required, approved spelling |
| employee_id | EMP-0184 | Unique and stable |
| role | Operations Lead | Check long values |
| photo_url | HTTPS image URL | Accessible, correct person |
| valid_until | 2027-03-31 | Consistent date format |
Handle photos deliberately
- Use approved portraits with consistent framing.
- Avoid private links that require an interactive login.
- Test crop behaviour with different face positions.
- Remove or replace inaccessible source images before the job runs.
- Keep sensitive source URLs out of public verification records.
Separate artwork from printing
Confirm dimensions, bleed, colour profile, front/back imposition and printer requirements with the print vendor. FotoFit's output is based on the template canvas; production readiness depends on how that template and export are configured.
Get print-ready images without converting PDFs
When the printer asks for a JPG, skip the conversion step instead of passing PDFs through a separate converter: generate the card as a PNG directly from the same spreadsheet and template. PNG output is available on every plan, including the free tier. FotoFit does not convert existing PDF files into JPGs, so the reliable path is generating the image format once rather than converting afterwards.
- Generate one sample card as PNG and check it against the printer's size and bleed requirements.
- Confirm whether the vendor wants an image file or a PDF, and use PDF output only on plans that include it.
- Run the remaining batch after the sample is approved, then reconcile the outputs against the approved list.
Choose managed records when edits are expected
Employee changes are common. Managed records are appropriate when an authorised user may need to correct a title, replace a photo or regenerate one card later. Temporary output is appropriate when another system owns the durable record.