ID Badge Technology Discovery, Testing, and Approval
How to document credential requirements, test badge samples in every applicable system, and provide signed approval before production.
An ID badge may need to work in one or several independent systems. These may include physical access control systems (PACS), time-and-attendance systems, point-of-sale systems, logical-access or workstation-authentication systems, and other badge-reading applications.
The badge may also contain one or several technologies, such as RFID or contactless technology, a barcode or QR code, a magnetic stripe, or another credential technology defined in the approved project requirements.
Visual proof approval does not establish that a finished badge will function in these systems. Compatibility must be confirmed using properly configured test samples in every applicable system.
A separate eXpress badging® technology-testing form must be completed and signed for each system. The number of forms is determined by the number of systems, not merely by the number of card technologies.
For example, a customer with two PACS environments and one time-and-attendance system requires three completed and signed testing forms, whether the badge contains one technology or two.
Do not authorize production while required technology specifications, tests, results, signatures, or approvals remain incomplete.
Index- Why System-by-System Testing Is Required
- Technology Discovery and Approval Process
- Identify Every Applicable System
- Document the Badge-Technology Specifications
- Provide Existing Credential Information
- Test Samples and Approval Forms
- Conduct and Document Each System Test
- Failed or Inconsistent Test Results
- What Technology Approval Authorizes
- Production and Receipt Testing
- Final Technology-Testing Checklist
- Frequently Asked Questions
Why System-by-System Testing Is Required
Systems that appear to use the same credential technology may have different readers, software, formats, numbering rules, configurations, or integration requirements. Reader models may also vary among locations, even when they were supplied by the same manufacturer.
Do not assume that a badge functioning in one system will function in another.
Testing must address each applicable system independently. When one system uses multiple applicable reader types or location-specific configurations, those variations must be identified and included in the testing documented for that system.
The following example requires three forms:
| Applicable system | Technology used | Required approval documentation |
|---|---|---|
| PACS 1 | Technology specified for PACS 1 | One signed testing form |
| PACS 2 | Technology specified for PACS 2 | One signed testing form |
| Time-and-attendance system | Technology specified for timekeeping | One signed testing form |
The same technology may appear on all three forms. If a system uses two badge technologies, both applicable technologies and their test results are documented on that system's form.
Technology Discovery and Approval Process
Unless the approved project requirements specify otherwise, the process is:
- The customer identifies every system in which the badge must function.
- The customer, system administrator, and/or system integrator supplies the applicable technology, credential, encoding, reader, software, location, and numbering specifications for each system.
- eXpress badging® reviews the submitted information and identifies missing or conflicting specifications.
- eXpress badging® creates applicable test samples and a testing form for each system after the required specifications have been confirmed.
- The customer tests the samples in every designated system and applicable reader configuration.
- The customer documents the testing method and results on each system's form.
- An authorized customer representative signs the form for each successfully tested system.
- Failed or inconsistent tests remain unapproved and are investigated and repeated as required.
- Production begins only after all required design, technology, production-data, and other project approvals have been received.
Identify Every Applicable System
Create a complete system inventory before test samples are prepared.
For each system, provide the applicable:
- System name and operational purpose
- System type, such as PACS, time and attendance, point of sale, or logical access
- Common location name and physical address
- Additional locations using different technology, reader types, or configurations
- Software manufacturer or solution name
- Reader manufacturer and reader type or model
- Customer system owner or administrator
- System integrator and supporting-vendor contact information, when applicable
- Support-contract information, when applicable
- Estimated installation date when the system or related hardware is not yet operational
- Required badge functions and expected test results
If a system is being replaced, upgraded, or installed, identify which current and future environments must be tested and approved for the project.
Document the Badge-Technology Specifications
Provide exact specifications for each technology used by each system. The customer should have the applicable system administrator and/or integrator confirm these specifications.
RFID, proximity, or contactless credentials
Document the applicable:
- Credential technology and frequency, such as 125 kHz proximity or 13.56 MHz contactless technology
- Credential manufacturer, product family, or required card stock
- Credential format and bit length, when applicable
- Facility, site, or company code
- Credential-number length, starting value, and required range
- Proprietary or manufacturer-controlled format
- Dual-technology or multi-technology card-stock requirement
- Encoding, programming, enrollment, or issuance requirements
Barcodes and QR codes
Document the applicable:
- Exact barcode or QR-code symbology
- Data value and required formatting
- Number length, starting value, and required range
- Check digit or other system-specific rule, when applicable
- Cover-code or masking requirement, when applicable
- Scanner, software, and intended transaction or function
Magnetic stripes
Document the applicable:
- High-coercivity or low-coercivity magnetic stripe
- Track or tracks that must be encoded
- Data format and exact track contents
- Number length, starting value, and required range
- Reader, software, and intended transaction or function
Other credential technologies
Document the manufacturer specifications, encoding or programming requirements, readers, software, and expected functions for any other technology included in the approved project.
Do not estimate, infer, or substitute technology specifications. Missing or inaccurate specifications can prevent the badge from working in the intended system.
Provide Existing Credential Information
Existing working credentials and original product information can help confirm what is currently in use.
When available, provide:
- A current working credential for controlled evaluation
- A clear photograph of the original card-stock box label
- Manufacturer name and part number
- Card or credential number range
- Quantity and format information shown on the label
- Facility, site, or company-code information
- Existing system or integrator documentation
- Previous test records or approved specifications
A box-label photograph can be particularly useful for identifying RFID or magnetic-stripe card stock. The label does not replace system specifications, reader information, encoding requirements, or testing.
Test Samples and Approval Forms
After the applicable specifications have been confirmed, eXpress badging® prepares and ships the approved test samples and the required system-specific testing forms.
Each form should identify the applicable:
- Customer and project
- System name and purpose
- System location or environment
- Card technology and credential specifications
- Reader and software information
- Test-card identifiers
- Required functions
- Customer tester and system owner
- Test method and results
- Failed, inconsistent, or unresolved tests
- Retesting activity
- Authorized approval signature and date
One form is required for each system. Do not combine separate systems onto one approval form merely because they use the same credential technology.
Conduct and Document Each System Test
The customer must test the provided samples in every designated system and document what was tested and what occurred.
As applicable to the system:
- Enroll each provided test credential in the applicable software.
- Confirm that enrollment reaches the required reader or endpoint.
- Present each test credential to each applicable reader type or configuration.
- Exercise every required function, such as opening a designated door, gate, or cabinet; recording an in-and-out time punch; completing an authorized transaction; or signing into an approved workstation.
- Record the test-card identifier, reader or location, expected result, and actual result.
- Run or retain an applicable system report showing successful enrollment or transactions when available.
- Document the testing steps and outcome on the applicable system form.
Test descriptions should be specific. For example: "Test card 1 opened the North Main employee entrance and produced the expected access transaction in PACS 1."
A successful test in one system does not approve another system.
Failed or Inconsistent Test Results
Do not sign or approve a system form when a required test fails, produces inconsistent results, or remains incomplete.
For each unsuccessful test, document:
- System and reader or location
- Test-card identifier
- Expected result
- Actual result or error observed
- Enrollment or configuration status
- Troubleshooting already completed
- System administrator or integrator findings
- Corrected specifications or replacement samples required
- Retesting result and date
Continue discovery, correction, and retesting until the system passes every required test or the unresolved requirement is removed through an approved project-scope change.
What Technology Approval Authorizes
An authorized signature confirms that the identified test samples functioned as documented in the applicable system and tested reader configurations.
Technology approval is system-specific. It does not automatically approve:
- Another PACS, time-and-attendance, point-of-sale, logical-access, or reader system
- An untested reader type, location-specific configuration, or badge technology
- The badge's visual design or documented production specifications
- Every live production record, photograph, badge assignment, or quantity
- A change made after testing or approval
Design approval, technology testing, and production-data review are separate controls. Review ID Badge Proofing and Production Approval for the distinctions among the Veonics® Virtual ID, formal proof, physical sample, technology testing, and P3—Production Print Preview.
Production and Receipt Testing
eXpress badging® produces the order after all approvals required by the project have been received. Production follows the approved order documents, badge design, technology specifications, and signed testing forms.
When the finished order is received, the customer should:
- Inspect the shipment and finished badge construction
- Select random badges from the production order
- Enroll or activate the selected badges when required
- Test the selected badges in the applicable systems before mass issuance
- Report any unexpected result to eXpress badging® before distributing the complete order
Receipt testing does not replace pre-production technology testing and approval.
Final Technology-Testing Checklist
Before authorizing production, confirm:
- Every system that must use the badge has been identified.
- Applicable locations, reader types, software, and required functions have been documented for each system.
- Each card technology and credential specification has been confirmed by a qualified system administrator and/or integrator.
- Facility, site, company, numbering, format, and encoding requirements are complete when applicable.
- Existing credential information and box-label photographs have been provided when available.
- Approved test samples have been received.
- Every required sample has been tested in each applicable system.
- Every required function and applicable reader configuration has been tested.
- Testing steps and results have been documented by system.
- Failed or inconsistent results have been resolved and retested.
- A separate testing form has been completed for each system.
- An authorized customer representative has signed every required testing form.
- The latest formal badge proof has been separately approved.
- The P3 has been separately approved when production-data review is included.
- No technology question, test, result, or signature remains unresolved.
If any item remains incomplete, do not authorize production. Document the outstanding requirement and contact eXpress badging® for confirmation or correction.
Frequently Asked Questions
Why is a separate form required for each system?
Each system may use different readers, software, credential formats, enrollment rules, locations, or functions. A successful test in one system does not establish compatibility with another.
If three systems use the same badge technology, how many forms are required?
Three. The form count is based on the number of systems. Each system must be tested, documented, and approved independently.
If one system uses two badge technologies, are two forms required?
Not solely because it uses two technologies. Both applicable technologies and their results are documented on that system's form. A separate form is required for each separate system.
Does approving the formal badge proof approve the card technology?
No. The formal proof approves the badge design and documented production specifications. It does not establish compatibility with the customer's systems.
Does receiving a physical sample complete technology testing?
No. The sample must be enrolled, presented, scanned, read, encoded, or otherwise tested in every applicable customer system, and the results must be documented and approved.
Does a P3—Production Print Preview replace technology testing?
No. A P3 reviews the rendered production population, visible variable data, photographs, design assignments, front-and-back pairings, quantities, and production order. It does not test reader or system compatibility.