Describe who needs a badge, their access, and your approval process. Makeform creates an editable ID badge request form for new cards, replacements, access changes, photos, and pickup.
Send badge requests to Slack, Google Sheets, and Zapier.
Sample prompts for the builder
Choose a prompt, customize it, or send it to the Makeform builder.
Audience
Managers requesting badges for new employees
Format
Manager-approved onboarding request
Prompt size
239 chars
Example form structure
Manager-approved onboarding request
Employee name, ID, and start date
Department, job title, and manager
Which buildings and access zones are needed?
Upload a badge photo
Manager confirms this access request
Suggested routing tags
New badges
Replacements
Access changes
Separate lost, stolen, damaged, and name-change requests so security can show the right follow-up fields.
Step 1
Request
person, badge reason, access, and dates
Step 2
Approve
manager confirms role and access need
Step 3
Review
security checks details and exceptions
Step 4
Fulfill
badge prepared, issued, and recorded
A clearer security queue
A structured form keeps the employee ID, access zone, effective date, and approver in one reviewable request.
Use conditional paths for new, replacement, access-change, and temporary badges.
Collect buildings, zones, schedules, and expiration dates as structured choices.
Route requests with urgency, approver, and pickup preference visible.
Common badge workflows
Choose a scenario, then edit badge types, locations, access groups, and approvals.
Capture identity, manager, start date, photo, access, and pickup before arrival.
Ask when the badge disappeared, if deactivation is urgent, and where to collect a replacement.
Record access to add or remove, effective date, reason, and manager.
Collect sponsor, start and end dates, locations, and after-hours reason.
Badge request workflow
Turn your badge rules and locations into a form for reviewers and fulfillment staff.
List accepted request reasons, submitters, sites, access groups, and required details.
Show loss, expiry, photo, and name fields only when relevant.
Notify the manager, sponsor, or security queue with submitted details.
Track status, badge number, issuer, issue date, pickup, and notes.
Form vs email vs paper
Keep the person, access, dates, approval, and fulfillment status together.
Field guide
Capture the badge holder, credential, access, approver, and fulfillment details.
Badge holder
Use clear fields because legal, preferred, and printed names may differ.
Request reason
A required reason distinguishes new cards, missing badges, reprints, and access-only changes.
Badge and access
Use real badge classes and access groups, with reasons for exceptions or after-hours entry.
Dates and photo
Collect start and end dates, and place photo requirements beside the upload field.
Approval
Capture the manager or sponsor and route exceptions through your own review process.
Fulfillment
Internal fields show whether the card was created, delivered, or returned for clarification.
Related tools
Build adjacent request forms for building entry, keys, equipment, employee records, onboarding, and facilities using live Makeform tools.
Collect building, schedule, sponsor, and access-duration details when the request is broader than a printed badge.
Open toolRoute structured requests for rooms, sites, restricted areas, and time-limited facility entry.
Open toolCapture door or cabinet keys, authorization, quantity, pickup, and return expectations alongside badge access.
Open toolCoordinate laptops, radios, uniforms, or other issued equipment with an employee’s start date and department.
Open toolCollect core employee details that can support onboarding tasks without mixing them into the badge-only workflow.
Open toolCreate a broader onboarding intake covering manager, location, start date, equipment, accounts, and badge needs.
Open toolFAQ
Practical answers for HR teams, department managers, campus administrators, and security or badge-office staff.
It asks a security or badge office for a new credential, replacement, renewal, reprint, or access change. Identity, access, dates, approval, photo, and delivery stay together for review.
Collect name, employee ID, department, role, manager, request reason, badge type, access groups, dates, photo, pickup, and approval. For existing cards, include the badge number and access to add or remove.
Yes. Conditional logic can show start date, photo, and initial access to new hires, while replacement requesters see loss, damage, update, deactivation, and reprint questions.
Ask what happened, when and where the card was last seen, whether security was contacted, and how to reach the requester. Include urgent deactivation and your immediate reporting instructions.
Collect the manager or sponsor’s confirmation, notify the reviewer, and include approval status. Match notifications to your authorization process, especially for temporary or after-hours access.
Yes. Add a file upload with accepted type, orientation, background, framing, and size instructions. Show it only when the request requires a printed card.
Yes. Makeform offers unlimited free forms, so you can generate, edit, publish, and keep using your ID badge request form without an invented submission cap. A paid option is available only for removing the Makeform badge.
They can reach your Makeform inbox, email, Slack, Google Sheets, or apps connected through Zapier. Use a suitable internal destination for sensitive request details.
Replace incomplete badge emails with structured requests.
