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How is a PVC ID printer loaner or replacement ticket managed?

To limit the time a photo ID badge printer is down during needed repairs, printer manufacturers offer either a loaner or replacement printer.

🖨️ How Is a PVC ID Printer Loaner or Replacement Ticket Managed?

When a photo ID printer needs repair, printer manufacturers offer two main support programs to help reduce downtime:

Both programs are designed to keep your badging operations running while your printer is being serviced.  Below are the key steps and expectations for each.

eXpress badging offers an Enterprise Exchange Printer Program

🔁 Loaner Printer Program (HID/Fargo)

If your printer is covered under a loaner program as part of the manufacturer’s warranty or extended support plan, a temporary printer is shipped to you while yours is being repaired.

Our eXpress badging® Technical Support Team will remotely help you install the loaner printer and again when your repaired printer is returned.

Steps:

  1. Gather your printer info
    Before contacting Support, locate and record your printer and laminator serial numbers (if applicable).
    Keep a document with serial numbers and warranty expiration dates for easy future reference.

  2. Contact Technical Support
    Reach out to eXpress badging® for troubleshooting.
    In some cases, HID may perform an additional verification step for complex or recurring issues.

  3. Warranty verification & ticket setup
    Once warranty eligibility is confirmed, we’ll open a loaner ticket, log the manufacturer’s RMA number, and send you tracking details.

  4. Receive and install the loaner
    When the loaner printer arrives, unbox it and replace your non-working printer.
    If needed, schedule a quick 15-minute remote session for setup help.

  5. Return your broken printer
    Pack your non-working printer in the same box and packaging the loaner came in.
    Proper packing prevents shipping damage, which could result in a billable repair.

  6. Ship the unit back
    Some manufacturers include a return label, but most now use a shared shipping model.
    Affix either the provided label or your own (UPS/FedEx) and arrange pickup.

  7. Provide tracking information
    Send the tracking number to eXpress badging® so we can monitor the return.

  8. Receive your repaired printer
    Unbox it promptly and test it.
    Contact us if you need setup assistance.

  9. Return the loaner
    Repack and return the loaner printer within three weeks of receiving your repaired printer.
    Unreturned loaners are invoiced at full printer value.

🔄 Replacement Printer Program (IDP Smart)

Some printers—like IDP Smart models—offer a replacement warranty instead of a loaner.
In this case, a new replacement printer is shipped to you, and your non-working unit is returned for refurbishment.

Our support team will remotely assist with installing the replacement printer and guide you through returning the defective unit.

Steps:

  1. Gather your printer info
    Record your printer and laminator serial numbers (if applicable), and note any warranty or extended coverage details.

  2. Contact Technical Support
    eXpress badging® will troubleshoot the issue.
    Some cases may involve a quick confirmation process with the manufacturer.

  3. Verification and ticket setup
    Once verified, we’ll open a replacement ticket, record the manufacturer RMA number, and share tracking information.

  4. Receive and install the replacement
    Unbox the replacement printer, record the new serial number, and replace the defective printer.
    You may schedule a short remote session for assistance.

  5. Return the defective printer
    Use the same packaging and process as the replacement unit was shipped in to prevent shipping damage.

  6. Ship the return
    Replacement programs typically follow a shared-shipping model.
    Affix either the included label or your own UPS/FedEx label and arrange pickup.

  7. Return deadline
    The defective printer must be returned within three weeks.
    Failure to return it within that time will result in an invoice for a new printer.

⚠️ Important Notes

✅ Summary

  • HID/Fargo printers use a loaner model – temporary printer sent while your unit is repaired.

  • IDP Smart printers use a replacement model – permanent replacement sent, defective unit returned.

  • Always return the temporary or defective printer within three weeks to avoid billing.

  • Our support team is here to help every step of the way.

Last Edited 10/30/2025