January 2022

Securing your premises while allowing employee access can prove a tricky balancing act. But factor in additional controls for employees with different clearance levels and things become even more confusing.

To help you maximise security without impeding staff access, we’ve put together this useful resource covering key considerations and practical advice. Use the links below to navigate or read on for the full guide.

Quick Links

• Why Access Management is Important for Staff with Different Clearance Levels
• Tips for Managing Multi-Level Employee Access
• The Benefits of Key Cards When Managing Employee Access

Why Access Management is Important for Staff with Different Clearance Levels

While many organisations can get away with a single access point on the main entrance of their premises, others need additional controls to limit access for those with the right clearance. And getting this right is important for lots of reasons, including:

• Data security – organisations accrue more data than ever, and when it comes to such digital assets, security is paramount. Limiting the number of people who can access specific data points is just one way to optimise security while ensuring total accountability and control.
• Privacy and confidentiality – from senior managers to HR teams, there are times when departments need extra measures to guarantee privacy and confidentiality. Access controls allow for open discussion away from prying eyes and ears.
• Employee safety – if you have hazardous machinery or chemicals on your premises, it’s vital that access is only available to those with the right training and PPE. A key card access point is an effective way to support the health and safety of your staff.
• Equipment safeguarding – whether it’s a server room or a laboratory, there are instances when it’s necessary to safeguard expensive kit from untrained employees. Access controls allow this, maximising the safety and security of physical assets.
• Fire safety and evacuation planning – another advantage of additional access control within your premises is fire safety and evacuation route planning. The ability to track who is where within the building adds a degree of safety when planning for emergencies – essential if you manage a large premises with multiple areas.

This isn’t a complete list but does offer helpful insights into why a business may need additional access controls. Consider the needs of your premises to decide if enhanced multi-level employee access could be of benefit.

Tips for Managing Multi-Level Employee Access

Assigning access levels to employees can be difficult. On one hand, you don’t want to overly limit their movements, making the workplace feel unwelcoming while throwing up unnecessary barriers. But on the other, you need to maintain the overall safety and security of your business.

To help you get the balance right, here are a few practical tips:

• Involve line managers in access talks – as a senior manager or chief executive, it can be hard to discern where additional access controls are needed, and who to grant permissions to. Talk to department leads about the requirements of their team to get access controls right, so you can begin to map who needs access.
• Minimise barriers where possible – generally, the fewer access barriers within your business, the better. Where possible, design your space in such a way as to limit access controls, ensuring that general staff have a pleasant, accessible, and user-friendly place to work.
• Group staff with similar access levels – this may go without saying, but it’s helpful to group staff who share similar access clearance within the same office or building. This reduces movement and complexity, ensuring that staff aren’t constantly tapping access points as they move from one space to another through the building.
• Invest in software to oversee access controls – if your business needs multiple employee access levels, do yourself a favour and invest in software that helps to manage the system. A centralised interface, managed by HR personnel, facilitates complete control and monitoring of employee access, so you can track time, movement and entry and exits in one do-all system.
• Communicate access planning with the wider team – your staff won’t take kindly to the sudden appearance of access barriers in the workplace if the reasoning isn’t communicated to them. Keep teams up to date and make sure everyone is aware of their access level, so there are no mishaps or points of contention.
• Invest in key cards, fobs, or mobile access controls – controlling access is one thing, but you need to ensure that staff can still move through the building quickly and safely. Keypads are slow, unhygienic and offer limited functionality, so we’d recommend a key card or fob system for enhanced security and efficient access. Mobile access controls are also on the rise but may require a larger investment and a longer onboarding period.

The Benefits of Key Cards When Managing Employee Access

Electronic key cards are among the best ways to control employee access on your premises. They offer a range of benefits over fobs, keypads, or codes, including:

• Can serve concurrently as employee ID – key cards have the distinct advantage of being fully customisable, so they can serve as employee ID while also allowing access control. Everything from company logos and employee photos to clearance level information can be added to a key card, making them a practical solution for a range of applications.
• Offer hands-free electronic access for optimal hygiene – access cards either feature a magnetic stripe or contactless technology. With the latter, your staff can move through the building with minimal contact, which is ideal for maintaining peak hygiene. Access cards can also be treated with a special antimicrobial coating to further enhance safety and prevent the spread of germs.
• Data encryption means full security – the safety and security of your business and employees is a priority, which is why access key cards feature data encryption to keep personal details secure. So, if a card is lost or stolen, it’s unlikely to lead to cause wider issues.
• Pair with building management software for full access control – coupled with the right software and modern access points, key cards provide an effective way to manage staff on your premises. HR teams can oversee entry and exit times as well as an employee’s current whereabouts, which is ideal for fire safety and general timekeeping administration.
• More affordable and widely available than other access controls – for all their benefits, key cards are a surprisingly affordable and accessible solution. That means if cards are lost, stolen or damaged, or when a new starter joins the company, there are no significant overheads to worry about.

If you’ve concluded that your business needs additional access controls, Swype can help. We’ve years of experience in helping businesses keep their premises safe, secure, and accessible. For more information, click here to learn more about our affordable access key cards or call our expert team today on 01744 815475.

Antimicrobial cards are designed to provide permanent protection against bacteria. With a special antibacterial coating, they significantly reduce the spread and growth of germs, making them an ideal solution for organisations looking to protect customers and staff.

Want to learn more about the applications and benefits of antimicrobial cards? You’re in the right place. Our guide covers everything you need to know, including how they work, where they can be used, and the protection they provide against dangerous germs and bacteria.

Use the links below to navigate or read on for the complete guide.

Quick Links

• How Do Antimicrobial Cards Work?
• What Germs and Bacteria Do Antimicrobial Cards Protect Against?
• What Can Antimicrobial Cards be Used For?
• What Businesses and Organisations Can Benefit from Antimicrobial Cards?
• Why Buy Antimicrobial Cards from Swype?

How Do Antimicrobial Cards Work?

To understand how antimicrobial cards work, you need to know the definition of antimicrobial. This requires a little science speak but bear with us as we explain.

Antimicrobials are compounds, typically of organic origin, that disrupt the growth of microorganisms. Commonly found in plants, mould spores, and some essential oils, they create an inhospitable environment for pathogens, inhibiting the growth and spread of bacteria.

Today, antimicrobials have hundreds of applications, and are used in everything from life-saving antibiotics to the treatment of hospital furniture. And as technology has advanced, their use has become more widespread, with organisations in a range of sectors realising the benefit of these bacteria-fighting solutions.

From an ID and business card perspective, antimicrobials are perfect for reducing the growth and spread of germs. A single coat of antimicrobial solution can provide permanent protection against a huge number of germs and bacteria, so cards remain clean, safe, and hygienic for longer.

What Germs and Bacteria Do Antimicrobial Cards Protect Against?

Never has preventing the spread and growth of bacteria been as important. Since the start of the coronavirus pandemic, there has been a huge increase in the use of antimicrobials, as organisations introduce safeguards against deadly germs like COVID-19.

Of course, this isn’t the only pathogen that antimicrobials can offer protection against. Since the technology effectively makes it impossible for pathogens to grow, antimicrobial-treated cards offer protection against:

• MRSA
• E. coli
• VRE
• Staph aureus
• Salmonella
• Norovirus
• Listeria
• Campylobacter
• Clostridium perfringens

This isn’t an exhaustive list but does highlight how effective antimicrobial technology can be in safeguarding business cards against some of the most dangerous and prevalent bacterial strains. Even if such pathogens came in contact with an antimicrobial card, the likelihood of growth and spread is significantly reduced compared to a standard card surface.

From a performance standpoint, antimicrobial protection is also very impressive. In laboratory tests, treated cards were proven to be 99.4% effective in offering permanent protection against harmful pathogens – which should give businesses all the assurance they need.

What Can Antimicrobial Cards be Used For?

The rapid development of antimicrobial technology means that virtually any surface can receive a coat of the germ-fighting solution. And because such protection is virtually undetectable, an antimicrobial coating won’t affect the appearance or functionality of the card, irrespective of its purpose and uses.

The types of cards antimicrobial protection can be added to include:

• ID cards
• Access passes
• RFID chip tech cards
• Membership cards
• Business cards
• Event passes

Almost all the professional plastic cards we produce at Swype can be treated with antimicrobial technology. So, you can better protect your customers and staff whatever your requirements and industry.

What Businesses and Organisations Can Benefit from Antimicrobial Cards?

Though its origins stem from the healthcare sector, the applications of antimicrobial technology are now extensive. For businesses and organisations that need to safeguard staff, customers and visitors from harmful germs and bacteria, antimicrobial cards are an excellent way to reduce transmission and contact.

Given the current climate, virtually every type of business could benefit from antimicrobial-treated cards. But for the sake of clarity, and to highlight the broad range of industries such technology is suitable for, below we’ve listed a handful of the organisations which could directly benefit from investing in protected cards, passes and badges:

• Hospitals, GPs, and medical practices
• Care homes and other social housing operators
• Gyms and leisure facilities
• Schools, colleges, and universities
• Public services, including libraries and public transport
• Office buildings
• Retail businesses where staff carry ID cards and till fobs

Why Buy Antimicrobial Cards from Swype?

At Swype, we’re experts in antimicrobial cards, and have been producing them for the health and social care sector for years. Our cards are independently tested at leading microbiology laboratories to ensure they offer maximum protection, so you can be sure they offer the best line of defence for your staff, customers, and people.

The technology we use to develop antimicrobial cards complies with Food & Drug Administration (FDA), Environmental Protection Agency (EPA) and Biocidal Products Regulation (BPR) standards. This, coupled with our expertise in business card printing and customisation, means you can get the type of card you want without compromising on safety and protection.

Plus, with our complementary antimicrobial cardholders and lanyards, you can invest in a total package that will help to keep your staff safe wherever and however they’re working. Beyond cards, we offer antimicrobial coating on a range of printed products – from menus for the hospitality sector to flyers and documentation for medical trusts.

It is worth considering a microbial coating for any printed collateral that will be handled by multiple people, to help reduce the growth and spread of bacteria, protecting clients and customers. 

For more information, please visit our dedicated antimicrobial cards page.

We hope this guide has shed some light on the benefits and applications of antimicrobial cards, and what they can offer your organisation. If you’d like to learn more about our antimicrobial card service, or any of the other innovative card products we offer, click here to visit the homepage or give our team a call on 01744 815475.

Since the onset of the COVID-19 pandemic, we’ve seen a marked increase in businesses looking to introduce employee ID cards. With flexible working making it harder to track employees, reception areas under-resourced, and new starters attending the office for the first time, it seems companies are relying on ID cards more than ever before.

As flexible working and remote management become increasingly important functions in the new normal, ID and authentication processes are being put under extra scrutiny. Whilst many businesses want to provide flexibility in their offering, it is vital they don’t open themselves up to security breaches.

This makes employee ID cards more essential than ever before, but for those who have never previously issued employees with identification cards, knowing what information to include is half the battle.

Of course, the ID information you’ll need will depend on your industry, sector, and the context the cards will be predominantly used. But with that said, there are plenty of details that are considered a must for any employee ID.

To help you get employee ID cards right, this guide sets out the type of information to include and things to consider.

Quick Links

• What Should You Include on Employee ID Cards?
• Where Should Information Appear on Employee ID Cards?
• What Other Features Do You Need on an Employee ID?

What Should You Include on Employee ID Cards?

There’s no one-size-fits-all approach to employee ID cards. With specific requirements for different industries, clearance levels and security access policies, the information you list will be unique to your organisation.

Below, we’ve listed some of the information that you may need to include on an employee ID, including basic information, security data, graphics and visuals, and supplementary details. These don’t apply to every type of organisation, however, so be sure to omit any details that aren’t necessary.

Basic Employee Information

Here, we’ve covered the basic information that should be included about an employee’s identity. This level of detail may be sufficient for some businesses and organisations that don’t need additional security and access protocols.

• Employee name
• Employee job title
• Employee department
• Employee ID number (a reference number unique to the cardholder)
• Employee signature

Additional Security Considerations

For many organisations, employee ID cards are essential for security, identification, and access. So, you may need to include unique security identifiers on employee cards to ensure the safety and security of them, your business, and those they interact with.

• Employee security clearance level
• Employee identifying information (e.g., gender, hair colour, ethnicity)
• Industry-specific security details (e.g., DBS status, SIA licence number)
• Unique identifying barcode or QR code

Graphic and Visuals

As well as informational text, employee ID cards typically feature graphics, visuals and insignia which are designed to improve security and make the badge more recognisable. Depending on the security you need, you may wish to consider adding the following visual items to your employee ID cards.

• Employee photo ID
• Company and/or departmental logo
• Colour strips to denote security clearance
• A visible watermark overlay to maximise security
• A holographic logo or emblem to maintain authenticity

Supplementary Details

As well as person-specific details, there are several supplementary items that may be required on employee IDs. In most cases, these will be the same for all employees, so can be standardised across all your company-issued ID cards.

When developing your employee IDs, consider the need for:

• Lost card disclaimer information (e.g., “If found please, return to…”)
• Business address and contact information
• Date of issue and expiration
• Policy information relating to the use of the card, and details about what access provision the card entitles the holder to
• Information about any coatings on the card (e.g., if it has an antimicrobial treatment)

Where Should Information Appear on Employee ID Cards?

When you’ve pulled together a comprehensive list of all the necessities that should appear on your employee IDs, the next task is to decide where they should appear on the cards themselves. This is important, as you have a lot of details to pack into a relatively small space, and the card needs to be legible and effective at quickly determining a person’s identity.

Below, we’ve broken down the types of information that should appear on the front and reverse of your employee ID cards.

Front

Obviously, the front is the most important part of an employee ID, so this is where the meat of your information should live. The main purpose of this side of the card is to clearly show an individual’s identity, so you typically need to account for personal information and a clear photo ID of the cardholder.

As well as the identity of the employee, the front of the card has another important role: highlighting where exactly they work. This is crucial for ease of identification, so include a company logo and adhere to standard branding colours to make the ID instantly recognisable both inside and outside the organisation.

Given the volume of information that you may need to include on employee IDs, it can be tricky to toe the line between comprehensive and cluttered. Remember: the front of the ID must be clear, concise, and easy to read. If you need to include additional information but aren’t happy with the final design, we’d recommend including this on the reverse instead.

Reverse

The back of your employee ID cards is a space to include supplementary information, as well as items such as barcodes, contact information, lost card prompts and reference numbers. When searching for an ID card production service, we’d certainly recommend opting for one that offers printing on the reverse, as this will make it much easier to include all the details you need in a clear, concise way.

What Other Features Do You Need on an Employee ID?

ID cards have come on a long way in recent times, with advanced features making them an indispensable part of how businesses safeguard and control their operations. So, what other items might you wish to include on your employee IDs? Here are a few elements to consider.

• Antimicrobial coating – with a greater emphasis on safety and hygiene than ever before, an antimicrobial coating can help protect your business and its people from the threat of germs and bacteria. Find out more here.
• RFID technology – if security is of the essence to your operations, radio-frequency identification, or RFID, is an excellent option to ensure your employee IDs are secure, traceable, and convenient for day-to-day use. Learn more.
• NFC technology – elevating the security of your employee IDs, near-field communication is a great way to leverage contactless technology as part of your ongoing access, security, and personnel tracking operations. Find out more.
• Custom-shaped ID cards – if you want to carry the look and feel of your business through to your employee IDs, opt for a custom-shaped card design that demonstrates your unique style. Learn more here.
• Rewritable card technology – do your employees regularly need to update the information on their IDs? Rewritable technology allows cards to be printed, erased, and reprinted hundreds of times, allowing for full flexibility and minimal waste. Explore the technology here.

Employee ID cards can make a real difference to your organisation, improving security while allowing simpler access and identification controls for individual members of staff. Ready to develop your own unique employee IDs? Visit the Swype homepage to get started or give our expert team a call today on 01744 604463.

The argument for physical cards vs digital card apps is something that we often come across.

“What’s better?”
“Which one creates the best customer experience?”
“How much do they cost?”

We’ve heard them all before.

We understand there’s positives and negatives for both. Sometimes it’s down to preference, sometimes it’s down necessity, often it’s a blend of both.

Whatever camp you’re in, some would say we’re biased but we believe nothing beats that physical card. Whether it’s for an event, payment, access or dozens of other uses. A physical card is more than just a piece of plastic or paper. It represents memories, nostalgia, good times and bad times all rolled into one.

Think about it…

– The framed match ticket on your wall from that famous 5-0 win away in your rivals stadium.

– The ID card in your memory box from your first ever job all those years ago.

– The event pass from that epic festival last year that’s still in your bedside drawer as a reminder to the greatest weekend of your life.

Or that mobile app on your phone. Doesn’t quite stack up does it?

Now don’t get us wrong, we’ve all got apps on our phone and they’re great. The loyalty app for the coffee shop or the access app to the gym, they work fine but they come with challenges. It just doesn’t seem as real as a tangible card does it? We’ve all said it when we’ve bought stuff by tapping our phone.

Plus, unless you’re a large business with dozens of employees, thousands of customers and a healthy cashflow then you probably can’t afford to splash out on the systems or infrastructure to set it up. Not forgetting the knowledge and research needed on whether it’s the right investment.

That’s not even taking into consideration the customer experience. Just think about the football fan on their journey to that famous win.

1. Worrying about whether they’ve downloaded their ticket card correctly,
2. Whether their phone charge will last all day.
3. Dreading the extra queues when they get to the game as technology isn’t working.

Quite a list to think about when all they want to do is enjoy the game.

We deal with hundreds of businesses every week who understand the value of what a physical card can still do. We even work alongside brands who have an app but need a physical plastic card alongside it.

So if you’re looking to implement a new membership scheme, looking to sort access into your building or maybe want to run a gift card scheme then let’s get physical with Swype.